Office Coordinator - ER

MyMichigan Health•Sault Ste. Marie, MI

19d

About The Position

The Office Coordinator provides secretarial and clerical support for designated hospital departments and their manager. The position processes department documentation, statistics, quality-assurance information, payroll, files, and other clerical work, and supports coordination of department activities, scheduling, meetings, and special projects. The role maintains department and personnel files, manager calendars, employee calendars, staffing records, manuals, supplies, and educational materials. It supports occurrence-report and patient-complaint follow-up, quality-assurance activities, orientations and competencies, nurse scheduling, payroll, patient records and charges, diagnostic procedure scheduling, and required statistical reporting. The coordinator also handles calls, mail, meeting minutes, document preparation, and general customer-service and communication duties. Other duties may be assigned.

Requirements

High school diploma or GED.
One year of clerical experience.
Typing speed of at least 40 words per minute.
Verbal and written communication skills.
Ability to work independently and prioritize multiple activities.
Interpersonal skills to communicate clearly and successfully with individuals and groups at all levels.
Competency with Microsoft Windows and willingness to participate in further learning opportunities offered by MyMichigan Health.
Ability to handle multiple tasks, work well with others, maintain regular and predictable attendance, and stay awake.
Ability to perform the functions of the job, including moving about the facility with or without an assistive device and meeting the stated physical demands.
Ability to wear required personal protective equipment, including latex materials or an appropriate substitute.
Ability to follow bloodborne pathogen and TB testing requirements.

Nice To Haves

Knowledge of medical terminology.
Experience with Excel, WordPerfect, Word, and PowerPoint.
Working knowledge of Kronos and UKG systems is identified as necessary for payroll processing.

Responsibilities

Assist the manager with coordinating hospital department activities and communicate relevant department or hospital-wide updates.
Complete special projects assigned by the manager.
Maintain the manager’s calendar and coordinate appointments, daily and monthly scheduling, in-services, and meetings.
Maintain and retrieve department, personnel, and other files according to departmental procedures; prepare files for the manager.
Coordinate and track occurrence reports and patient complaint reports, follow up with involved staff, notify the manager of incidents needing immediate action, and respond to patients by letter when appropriate.
Assist with department quality-assurance activities, maintain or retrieve records for studies, and prepare summaries of QA information.
Perform general clerical work, including copying, faxing, deliveries, telephone screening, message handling, typing, mail processing, and maintaining department manuals, files, and supplies.
Assist with department competencies, orientations, educational materials, and purchasing supplies and equipment for units.
Communicate and cooperate effectively with relevant departments and staff; attend department meetings, record and publish minutes, and read meeting minutes.
Process payroll and department attendance records, use Kronos and UKG, meet payroll deadlines, and prepare pay-period reports for the manager.
Perform clerical work related to nurse scheduling and maintain accurate daily staffing records and employee calendars.
Maintain patient records; copy and route testing and reports to physicians; track correspondence and orders.
Prepare and enter daily patient charges, review charge reports, follow up with Finance as needed, and verify charges against accounting records.
Coordinate some inpatient and outpatient diagnostic procedure scheduling.
Prepare required monthly statistical reports and route them to Finance.
Demonstrate competency in infection prevention and control practices and policies.
Perform other duties as assigned.