DEPARTMENT SECRETARY 1.00 ED

Description

The ED Department Secretary is a crucial member of the team, responsible for ensuring efficient administrative operations within the department. This role encompasses a variety of clerical tasks and support for quality improvement efforts. The ideal candidate will demonstrate strong organizational and communication skills, with a commitment to delivering high-quality service.

Essential Duties

• Clerical Tasks:
• Perform general clerical tasks such as typing, filing, photocopying, and maintaining accurate records.
• Prepare, edit, and format correspondence, reports, and presentations as needed.
• Perform Payroll edits daily in Paylocity and sign off on Payroll Mondays.
• Prepares agenda packets and announcements for all meetings falling under Emergency Services as directed, and transcribes minutes as needed.
• Sends out the ED Provider monthly schedule from ApolloMD.
• Review the daily ED log for accuracy.
• Assists the Emergency Department providers with continuing education program registration and accommodations and keep log of providers CME hours.
• Office Management:
• Monitor and maintain office supply inventory, ordering supplies as necessary for timely delivery and organization.
• Ensure confidentiality and security of sensitive information.
• Strong multitasking abilities
• Communication:
• Answer and direct incoming phone calls professionally, taking messages and relaying information to appropriate personnel.
• Reviews all incoming and outgoing correspondence determining proper action.
• Communicate effectively with patients, families, and healthcare teams for any billing inquiries and general information.
• Facilitate teamwork among office staff and communicate with various departments to ensure smooth operations.
• Scheduling and Coordination:
• Maintains a schedule of appointments, coordinating activities and meetings for the Medical Director and Director of Emergency Services.
• Data Management:
• Input and update data in databases and spreadsheets, ensuring accuracy and completeness.
• Quality Improvement:
• Participate in departmental quality improvement initiatives and data collection efforts, promoting process improvements.
• Flexibility and Teamwork:
• Maintain a positive and professional attitude in all interactions.
• Stocks EMS room daily witi drinks and snacks.
• Assists with entering cases into the Trauma Registry, as needed.
  
  

Non-essential Duties

• Assist in the preparation of departmental promotional materials and presentations.
• Participate in team meetings and contribute to discussions on departmental improvements.
• Perform additional duties as assigned by the supervisor.
  
  

Requirements

Required Licensure/Education:

• High School diploma
• Math skill (calculation) and computer skills.
  
  

Required Experience

• Knowledge of business and/or medical terminology education or equivalent experience
  
  

Employee Health Requirements

Exposure to:

• Chemicals: refer to MSDS
• Video Display Terminals: extreme
• Blood and Body Fluids: Minimal potential-very restricted direct patient contact with this type of patient.
• TB or Airborne Pathogens: Minimal potential, very restricted direct patient contact with this type of patient.
  
  

Sensory Requirements (speech, Vision, Smell, Hearing, Touch)

• Speech: Needed for communication with patients and staff.
• Vision: Required to see computer screens, papers, fax, printer, written materials.
• Smell: Helpful to detect electrical fire problems.
• Hearing: Needed for telephone communication/ receive informacast understands patient interaction.
• Touch: Needed for writing and computer keyboarding.
  
  

Activity/Lifting Requirements

Percentage of time during the normal workday the employee is required to:

• Sit: 100%
• Twist: 10%
• Stand: 20%
• Crawl: 0%
• Walk: 10%
• Kneel: 2%
• Lift: 5%
• Drive: 0%
• Squat: 2%
• Climb: 1%
• Bend: 2%
• Reach above shoulders: 1%
  
  

The weight required to be lifted each normal workday according to the continuum described below:

• Up to 10 lbs: Frequently
• Up to 20 lbs: Frequently
• Up to 35 lbs: Frequently
• Up to 60 lbs: Ocasionally
• Up to 75 lbs: Not Required
• Up to 100 lbs: Not Required
• Over 100 lbs: Not Required
  
  

Describe and explain the lifting and carrying requirements. (Example: the distance material is carried; how high material is lifted, etc.): None

Maximum consecutive time (minutes) during the normal workday for each activity:

• Sit: 20
• Twist: 0
• Stand: 5
• Crawl: 0
• Walk: 5
• Kneel: 1
• Lift: 2
• Drive: 0
• Squat: 2
• Climb: 0
• Bend: 2
• Reach above shoulders: 0
  
  

Repetitive Use Of Hands (Frequency Indicated)

• Simple grasp up to 10 lbs. Normal weight: often
• Pushing & pulling Normal weight: 5-100#
• Fine Manipulation: typing, writing.
  
  

Repetitive use of foot or feet in operating machine control:

Environmental Factors & Special Hazards

Environmental Factors (Time Spent):

• Inside hours: 8
• Outside hours:
• Temperature: Normal Range
• Lighting: Average
• Noise levels: Average
• Humidity: Normal Range
• Atmosphere: Normal Range
  
  

Special Hazards: Mechanical, Electrical, Chemical: Exposure to electrical office equipment and chemicals for the copy machine.