BUSINESS ASSISTANT - OUTPATIENT DIABETES

Washington Hospital•Fremont, CA

22d•Onsite

About The Position

The Business Assistant performs and provides non-clinical business support functions including, but not limited to, scheduling, staffing, and reporting for the assigned department. Frequently accomplishes projects by using computer programs. Participates as a departmental representative as assigned. In addition to performing the essential functions listed below, may also be assigned other duties as required.

Requirements

High school graduate or equivalent required.
Business college, Associate Degree or higher in business or computer systems credential for Microsoft programs; medical terminology preferred.
Previous healthcare experience as a staffing clerk, unit clerk, account representative, executive assistant, or other administrative role.
Ability to read, write and comprehend medical terminology.
Emotional stamina to work in stressful environment.
Effective written and verbal communication skills.
Previous experience in staffing, scheduling, timekeeping, or payroll, preferably within a healthcare setting.
Typing or keyboarding approximately 30 wpm.
Working knowledge of the following computer programs: MS Excel, MS Outlook, MS PowerPoint, MS Word required.
Knowledge of or willingness to learn: Adobe, Acrobat, MS Access, MS FrontPage, Microsoft Office products, MS Visio, , Trendpath, ADP, Workday and/or other applications or programs as needed.

Nice To Haves

Business college, Associate Degree or higher in business or computer systems credential for Microsoft programs; medical terminology preferred.
Knowledge of or willingness to learn: Adobe, Acrobat, MS Access, MS FrontPage, Microsoft Office products, MS Visio, , Trendpath, ADP, Workday and/or other applications or programs as needed.

Responsibilities

Performs ongoing and long term assessment of department staffing needs in collaboration with the Nurse Manager/Director and Staffing Office.
Audits assigned processes and aggregates data for leadership review.
Prepares and posts departmental quality reports as requested by leadership based on unit and/or divisional goals.
Demonstrates competency in performing the skills necessary: Filing, Telephone skills, Transcription, Ordering, Computer software applications and programs to include Microsoft Word, Excel, Outlook, and Power Point, Computer software programs for staffing, scheduling, and payroll.
Demonstrates ability and willingness to learn new software applications and programs as technology changes or updated.
Performs unit-based staff scheduler function, observing memoranda of understanding for all employee classifications assigned.
Demonstrates current knowledge of unit care activities as it relates to staffing and scheduling.
Has delegated autonomy in development and projection of schedules but requires appropriate authorization(s) as established by Manager/Director.
Maintains accurate records related to schedules, employee files and other documents required to support the regulatory and compliant operation of the unit.
Releases information as required while maintaining confidentiality of records.
Assists with meetings as assigned: scheduling, publishing of meeting, and/or minute taking. Processes and distributes minutes in a timely manner.
Prepares reports and presentations for leadership review as assigned.
Formulates a plan in collaboration with the Manager/Director that ensures that direct and indirect services are provided for the unit.
Adjusts time to accommodate needs of department.
Collaborates with Manager/Director/designee regarding departmental equipment and staffing needs. Assists to order department supplies or equipment as needed.
Assists with department’s staffing schedule on daily basis, coordinating adjustments with nurse staffing office personnel.
Supports and acts as unit representative to Payroll to facilitate initial information entry and assist with or coordinate problem resolution for individual payroll corrections.
Coordinates unit leadership’s calendar for appointments, interviews and ad hoc meetings as requested. May independently initiate calendar events within the unit only. Schedules other meetings as directed.
Orders nonclinical departmental supplies as requested.
Demonstrates an awareness and sensitivity to patients’ rights and patient confidentiality. Keeps confidential all information acquired through job activities.
Demonstrates effective communication skills using interest-based communications and following chain of command.
Demonstrates professional responsibility by following Hospital, Divisional, and unit-based policies and procedures.
Demonstrates integrity and fosters teamwork among colleagues.
Provides quality customer service and responds appropriately to customer complaints and compliments. Customers may be defined as physicians, healthcare givers, hospital departments, patients, visitors and /or vendors.
Participates in interdisciplinary performance improvement activities as requested.
Demonstrates an awareness of self-responsibility and accountability for improving own level of performance.
Seeks to improve performance by participating in self-development activities, in-services and continuing education that is appropriate to the area of clinical responsibility.
Demonstrates awareness of, and compliance with, regulatory and licensing standards as it relates to the job classification (i.e., The Joint Commission, Title 22, OSHA, HIPAA, CMS, CDPH, CA Privacy law and other service-specific regulations).