Administrative Unit Coordinator, Operating Room, 40 Hours, Days

Overview

You Matter Here! Heywood Healthcare values our employees! We offer competitive wages, great benefits and generous earned time off. Come work where you will matter! 

 

Hours: 40 Hours, Days

 

Job Summary:

 

The administrative unit coordinator must be able to meet or exceed all Heywood Healthcare customer service and core responsibilities standards. The administrative unit coordinator will assist perioperative leadership in organizing, scheduling and executing projects focused on quality improvement, revenue optimization or operational efficiency improvement initiatives.

Responsibilities

Essential Functions

• Prepares, records and processes the weekly payroll/vacation schedules via Kronos for the Operating Room staff. As needed, prepares, records and processes the weekly payroll/vacation schedules via Kronos for the Central Sterile, SDC, Endoscopy, PACU and Anesthesia departments.
• Ensures that operating room charges are entered for the day prior.
• Enters all materials management charges, files implant logs.
• After verifying all surgical profiles closes charges for billing.
• Provides administrative support to the leadership team of the surgical services department including but not limited to: takes and/or transcribes meeting minutes; types reports, letters, and memos as requested; enters call schedule for the OR and anesthesia without error.
• Collects data as required for monthly quality assessment reports.
• Assists perioperative leadership in development and execution of quality assurance, operational performance and revenue optimization projects.
• Organizes various project plans and project schedules. 
• Develops and monitors project goals and timelines. Ensures project deadlines are met.
• Coordinates and schedules multidisciplinary meetings as requested by perioperative leadership, prepares necessary presentation materials. Documents minutes and follows up on important action plans.
• Abstracts and enters data as required for each projects. Distributes information to stakeholders as necessary. 
• Accurately compiles daily, weekly, and monthly data and statistics as requested.
• Provides administrative support as needed for the perioperative leadership. 
• Assists manager, as directed, in the training of new employees regarding scheduling processes in an accurate and complete manner
• Contributes to the design, development, and maintenance of systems that help the department run efficiently. 
• Communicates with physician’s offices and reschedules/notifies patients of change if needed.
• Reflects a positive attitude in daily work.  Is receptive, cooperative, committed and optimistic. 
• Maintains personal growth and development.
• Adheres to hospital and department dress codes.
• Responds cooperatively to staffing needs by demonstrating flexibility in work schedule or assignments.
• Schedules surgical services procedures accurately, completely, and without error.
• Coordinates appropriate vendors, equipment, etc when booking/scheduling surgical services cases.
• Ensures complete, accurate and current information for all patients scheduled for the hospital prior to patients appointment.
• Schedules appropriate pre-admission test appointments accurately and without error.
• Prints schedule for both campuses for anesthesia to complete assignments. Prints a copy for a charge nurse. Posts schedules for the next day.
• Coordinates booking add-on cases with anesthesiologist in charge or anesthesiologist on call, charge nurse as well as affected departments such as radiology, SDC, PACU, etc
• Correctly and accurately spells all information, including but not limited to: diagnosis, pt name, MR#, procedure, etc.
• Completes updates for cases booked accurately and without error.
• Attends meetings as requested by surgical services leadership.
• Immediately notifies surgical services leadership of any obstacles that prevent completion of assigned duties.
• Establishes and maintains a good working relationship with all members of the health care team through responsiveness, accuracy of information and professionalism.
• Appropriately prioritizes tasks adjusting to changing workload as necessary (e.g. seeks assistance as needed from appropriate resources, recognizes emergency situations, etc.).
• Job performance reflects compliance with Heywood’s performance standards; telephone etiquette, providing directions and first impressions.

Statement of Other Duties

This document describes the major duties and responsibilities for this job, and is not intended to be a complete list of all tasks and functions. It should be understood, therefore, that employees may be asked to perform job-related duties beyond those explicitly described.

 

Functional Demands

Physical Requirements

Exerts up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or greater than a negligible amount of force constantly to move objects. Frequently reaches (extending hands and arms in any direction), and handles (seizing, holding, grasping, turning, or working with hands).

 

Organizational Expectations

Behavioral Attributes

The following behavioral attributes are required: achievement, motivation, concern for order, flexibility, initiative, self-confidence, customer service oriented, interpersonal effectiveness, teamwork, analytical thinking and information seeking.

Qualifications

Job Requirements

Minimum Education

• Formal training beyond High School diploma preferred. 

Required Skills

• Medical terminology, spelling competence and computer experience essential.
• Must be proficient in Microsoft Office applications, have exceptional organizational skills, be able to work on tight deadlines, have experience with data abstraction and entry. 
• Preference will be given to applicants who have professional experience which highlights attention to detail. 
• Excellent communication skills and the ability to perform multiple tasks with minimal supervision are essential. 
• Must be able to communicate effectively and courteously with all hospital personnel in a high volume setting, must be able to function effectively in a busy environment with competing priorities.