Medical Administrative Coordinator

Description

ORGANIZATIONAL DESCRIPTION

Works closely with the Chief Clinical Officer to oversee various clinical administrative office functions requiring independent judgment and discretion in matters of importance at clinical levels of the organization. Responsibilities involve a wide range of complex, confidential, and administrative duties for the clinical department as a whole. 

INTERACTION

Primarily interacts with administration, physicians, employees, vendors, and visitors.

PRIMARY FUNCTIONS

• Provide clinical administrative support in multiple capacities to maintain an efficient environment; Identify problems, develop and implement solutions; plan, organize, and prioritize assignments within the office.
• Manage the day-to-day clinical administrative activities to include scheduling meetings and maintaining a daily and long-term calendar.
• Serve as liaison between departments and the Chief Clinical Officer and Assistant Chief Clinical Officer.
• Maintain records of CCO and ACCO direct reports’ licensure and certifications, ensuring all are current and submitted to HR timely.
• Coordinate all incoming and outgoing correspondence and necessary paperwork related to the overall management of the clinical administrative office. 
• Perform miscellaneous clerical tasks, such as making copies, filing, and faxing, and maintain a comprehensive filing system.
• Compose and format correspondence, reports, and presentations demonstrating a strong knowledge of Microsoft Office suite.
• Complete special projects as assigned.
• Transcribe meeting minutes.
• Provide exemplary customer service.
• Maintain confidentiality and compliance with HIPAA.
• Cooperate with other personnel to achieve departmental objectives and maintain good employee relations, inter-departmental objectives, and infection control policies.
• Cordially demonstrate timeliness and professionalism in appearance, communications, and actions during all interactions and with all individuals and entities.
• Solve practical problems, dealing with a variety of issues, and interpret a variety of instructions furnished in written and oral form.
• Attend meetings as required.

ABILITY TO USE EQUIPMENT, TOOLS, MATERIALS, MACHINES: Computer, telephone, facsimile machine, copier, scanner, printer, calculator, and other standard office equipment.

Requirements

EDUCATION/EXPERIENCE/SKILLS/ABILITIES

Education:

Two-year Associate degree required; Bachelors degree preferred.

Experience:

Three years of comparable experience required.

Medical office or healthcare experience preferred.

Personal Job-Related Skills / Abilities:

-Perform, with minimal direction, administrative duties at the highest level while exercising considerable discretion and judgment in handling sensitive and confidential information.

-Demonstrate skill and proficiency in the utilization of various software and web-based applications, spreadsheets, and databases

Possess excellent verbal, written, organizational, and interpersonal skills

-Ability to operate independently as a detail-oriented, results-oriented, decision-maker capable of maintaining professional relationships with all levels of personnel 

-Must be effective at adjusting to change, prioritizing duties, handling stress, and effectively communicating face-to-face and/or over the telephone.

-Must be committed to quality and patient safety at all times.

-Must be able to work under pressure while interacting in a helpful, courteous manner.

-Sufficient hearing, vision, and dexterity to perform duties safely.

Physical and Mental Requirements:

Physical:

Activity Up to %

Walking 25

Squatting 10

Standing 25

Pulling 10

Kneeling 10

Reaching 35

Sitting 80

Lifting up to 30lbs 10

Pushing 10

Wrist/Finger Movements 90

Bending 25

Climbing 10

Mental:

Stress Level

Moderate 

Individual position core competencies:

Quality

Service Excellence

Compassion

Professionalism

Fiscal Responsibility

Required education within first 60 days (if employee is from outside organization)

GRMC Orientation

Department Orientation

Continuing/Annual Education and Training:

Falling Star Program

Annual Skills Fair to include EHAC, HB300, and Security Training

Checkpoint

SUPERVISION

Employees Supervised: __No__

ADA REQUIREMENTS

An ‘X’ under the most appropriate category is marked and describes any extreme or hazardous working conditions that the job has to work under:

Frequency of Condition

Condition

1-33% Description

Extreme Heat

Extreme Cold

Extreme Swings in Temperature

Extreme Noise

Working Outdoors

Mechanical Hazards

Electrical Hazards

Explosive Hazards

Fume/Odor Hazards

Dust/Mite Hazards

Chemical Hazards

Toxic Waste Hazards

Radiation Hazards

Wet Hazards

Heights

34-66% Description

-

67% Description

Working Indoors

OSHA Classification:

Identify with a check the OSHA Job Category that describes this job. The intent is to enhance worker protection by identifying any risk in the performance of routine and reasonably anticipated job-related functions.

_____ Category I: Tasks that involve exposure to blood, body fluids or tissues.

All procedures or other job-related tasks involve an inherent potential for mucous membrane or skin contact with blood, body fluids or tissues or a potential for spills or splashes of them are Category I tasks. Use of appropriate protective measures, such as gloves, masks, goggles, and gown are required for every employee engaged in Category I tasks.

_____ Category II: Tasks that involve no exposure to blood, body fluids or tissues but employment may require performing unplanned Category I tasks.

The normal work routine involves no exposure to blood, body fluids or tissues, but exposure may be required as a condition of employment. Appropriate protective measure, such as gloves, masks, goggles, and gown are readily available to every employee engaged in Category II tasks.

__X__ Category III: Tasks that involve no exposure to blood, body fluids or tissues and Category I tasks are not a condition of employment.

The normal work routine involves no exposure to blood, body fluids or tissues (although situations can be imagined or hypothesized under which anyone, anywhere might encounter potential exposure to body fluids). Persons who perform these duties are not called upon as part of their employment to perform or assist in emergency medical care or first-aid or to be potentially exposed in some other way. Tasks that involve handling implements or utensils, use of public or shared bathroom facilities or telephone and personal contacts such as handshaking are Category III tasks.