Department Secretary - SF1

Mass General Brigham•Jamaica Plain, MA

6d•Onsite

About The Position

This is a 40-hour per week position, Monday through Friday, from 8:00 AM to 4:30 PM. The Department Secretary will perform assigned administrative duties to ensure the efficient operation of the Preoperative Holding and other perioperative departments as needed. This role involves interacting with individuals inside and outside the hospital to explain department services, policies, and procedures, as well as coordinating scheduling and special arrangements. The secretary will also triage phone calls, receive visitors professionally, assist in facilitating patient flow by notifying RN staff, and participate in distributing patient teaching materials. Additionally, the role includes maintaining inventory, ordering supplies, preparing purchase orders, and providing secretarial support for patient medical records. The secretary will also be responsible for requesting and updating medical records, notifying the Medical Records Department of missing charts, and accurately entering statistical data. This position may also involve filling in comparable roles and providing support in other Perioperative Departments.

Requirements

High School Diploma required
Ability to speak, read, and write English
Excellent communication skills
Computer proficiency
Exemplifies CARE standards.
Demonstrated a history of excellent customer service skills.
Demonstrated a history of excellent teamwork and proactive work.

Nice To Haves

associate degree preferred
Previous clerical experience preferred
Epic/Procedure Pass/InBasket experience preferred

Responsibilities

Follows established hospital and departmental precautions and procedures in performing all job duties to ensure a safe work environment for patients.
Interacts with others within and outside the hospital to explain department services, policies, and procedures.
Coordinates scheduling and special arrangements and resolves matters within the scope of own authority or as directed by supervisor.
Performs assigned administrative duties to ensure efficient operation of the Preoperative Holding and other perioperative departments as needed.
Triages phone calls pleasantly and courteously, collaborating with professional personnel when appropriate, and accurately relaying messages to the appropriate personnel promptly.
Receives visitors to the department in a professional manner, projecting a positive public image.
Assists in facilitating patient flow by appropriately notifying RN staff of patient arrivals, cancellations, etc.
Participates in distributing patient teaching materials, giving instructions to patients as appropriate, and reinforcing information for readiness for surgery.
Maintains inventory and orders office and medical supplies according to knowledge of usage patterns and budgeted allowances.
Prepares and follows up on purchase orders and requests for checks.
Provides secretarial support to ensure an efficient and confidential flow of information for patient's medical records in a flexible and timely manner.
Requests medical records in advance as per protocol, updates medical record requests when add-ons occur on the schedule and notifies Medical Records Dept. of missing charts and chart contents.
Demonstrates ability to efficiently use electronic health records to schedule appointments, communicate results and patient questions to other members of the care team, and perform all appropriate functions as needed.
Accurately enters statistical data to support quality initiatives in the department.
May fill in comparable roles and provide support in other Perioperative Departments.