Administrative Secretary

                    

At Cleveland Clinic Health System, we believe in a better future for healthcare. And each of us is responsible for honoring our commitment to excellence, pushing the boundaries and transforming the patient experience, every day.

                        

We all have the power to help, heal and change lives — beginning with our own. That’s the power of the Cleveland Clinic Health System team, and The Power of Every One.

                                    

Job Title

Administrative Secretary

                        

Location

Weston

                    

Facility

CC Florida Weston FHC

                     

Department

Endoscopy-Weston Hospital

                      

Job Code

B4705F

                     

Shift

Days

                       

Schedule

8:30am-5:00pm

                       

Job Summary

Gathers and organizes surgical patient data, preparation of charts, collection of statistical data, and completing general clerical duties.

                         

Job Details

Responsibilities: 

• Utilizes communication skills by answering the telephone by the third ring, responding in a pleasant manner and directing calls appropriately.
• Performs general clerical duties on a daily basis such as filing, and other specific duties.
• Maintains a file for charts received for patients scheduled for surgery according to date to prevent loss in the event of a change or rescheduling.
• Prepares charts by placing required lab work, EKG, Chest X-ray, and history and physical on correct patient charts, assuring that all copies are legible and within the required time frame.
• Notifies the charge nurse immediately if unable to complete. Stamps patient charts correctly.
• Prepares charts according to procedure, ensuring appropriate paperwork is available for admitting nurse (Radiology, OR).
• Delivers completed, stamped charts, along with patient's old records to ACU (ambulatory care unit).
• Serves as liaison between physician's offices, inpatient units, ancillary departments, and other services to ensure coordination in the delivery of patient care.
• Distributes pre-admission sheets to pre-admission clerk in agreed upon time frame.
• Assesses and organizes workload to determine the order of priority, in order to expedite the processing of the preop data.
• Coordinates and schedules outpatient transfusions and infusions.
• Participates in quality improvement activities to improve the flow of patients and required documents.
• Maintains an orderly, clean, well stocked office area, reordering supplies on appropriate order days.
• Prepares and arranges charts with proper forms for each patient type.
• Makes necessary phone calls to ensure the availability of chart requirements for the surgical procedure.
• Gathers data to complete monthly statistical report for Pain Management Department.
• Notifies admitting department of changes in patient admission status, cancellations, and invasive procedures.
• Other duties as assigned.

Education:

• High School diploma or equivalent.

Certifications:

• None required

Complexity of Work:

• All employees are expected to meet the standards of performance outlined in the Organizational-Wide Competencies listed below as applied to the position:
• World Class Service Orientation: Includes attitude, behavior, interpersonal skill, and problem solving that enable an employee to respond to internal and external customer needs and expectations in a positive manner. Adaptability: Includes teamwork and flexibility needed to fulfill job responsibilities including adapting to changes in work environment and accepting supervisory feedback.
• Efficiency and Effectiveness: Includes quantity and quality of desired work, as well as organization skills necessary to perform successfully.
• Essential Job Requirements: Includes adherence to all relevant policies, procedures, and guidelines affecting the work environment, including maintenance of required competencies and communication skills.
• Supervisory Responsibilities (if applicable): Includes overall accountability for assigned work group relative to operational goals, personnel requirements, and budgetary constraints. Note:
• The above stated duties are intended to outline those functions typically performed by individuals assigned to this classification.
• This description of duties is not intended to be all inclusive nor to limit the discretionary authority of supervisors to assign other tasks of similar nature or level of responsibility.

Work Experience:

• Minimum 1 year in hospital setting or equivalent.
• Typing and basic computer skills a must.

Physical Requirements:

• A high degree of dexterity to produce materials on a PC/word processor, normal or corrected vision and ability to tolerate extensive sitting and frequent walking to other parts of the campus.
• Lifting or carrying of up to 25 pounds. 

Personal Protective Equipment:

• Follows Standard Precautions using personal protective equipment as required for procedures.

                       

The policy of Cleveland Clinic Health System and its system hospitals (Cleveland Clinic Health System) is to provide equal opportunity to all of our caregivers and applicants for employment in our tobacco free and drug free environment. All offers of employment are followed by testing for controlled substance and nicotine. All offers of employment are follwed by testing for controlled substances and nicotine. All new caregivers must clear a nicotine test within their 90-day new hire period. Candidates for employment who are impacted by Cleveland Clinic Health System's Smoking Policy will be permitted to reapply for open positions after one year.

Cleveland Clinic Health System administers an influenza prevention program. You will be required to comply with this program, which will include obtaining an influenza vaccination on an annual basis or obtaining an approved exemption.

Decisions concerning employment, transfers and promotions are made upon the basis of the best qualified candidate without regard to color, race, religion, national origin, age, sex, sexual orientation, marital status, ancestry, status as a disabled or Vietnam era veteran or any other characteristic protected by law. Information provided on this application may be shared with any Cleveland Clinic Health System facility. 

Please review the Equal Employment Opportunity poster. 

                  

Cleveland Clinic Health System is pleased to be an equal employment employer: Women / Minorities / Veterans / Individuals with Disabilities