Administrative Clerk - (Museum District)

Overview

At Houston Methodist, the Administrative Clerk position is responsible for performing general office work and delivering exceptional customer service assistance which entails addressing patient inquiries and providing an overall welcoming environment. This position's responsibilities will include producing, filing and distributing reports to designated areas. The Administrative Clerk position will perform a variety of routine clerical tasks of limited complexity under general supervision, ensuring the department's patient, visitor and customer interactions are in accordance with Houston Methodist's ICARE values of integrity, compassion, accountability, respect and excellence and established standard operating procedures which includes all staff providing unparalleled patient care and customer service in a timely, professional and safe manner.

Houston Methodist Standard

PATIENT AGE GROUP(S) AND POPULATION(S) SERVEDRefer to departmental "Scope of Service" and "Provision of Care" plans, as applicable, for description of primary age groups and populations served by this job for the respective HM entity.

HOUSTON METHODIST EXPERIENCE EXPECTATIONS

• Provide personalized care and service by consistently demonstrating our I CARE values:
  • INTEGRITY: We are honest and ethical in all we say and do.
  • COMPASSION: We embrace the whole person including emotional, ethical, physical, and spiritual needs.
  • ACCOUNTABILITY: We hold ourselves accountable for all our actions.
  • RESPECT: We treat every individual as a person of worth, dignity, and value.
  • EXCELLENCE: We strive to be the best at what we do and a model for others to emulate.

• Practices the Caring and Serving Model

• Delivers personalized service using HM Service Standards

• Provides for exceptional patient/customer experiences by following our Standards of Practice of always using Positive Language (AIDET, Managing Up, Key Words)

• Intentionally collaborates with other healthcare professionals involved in patients/customers or employees' experiential journeys to ensure strong communication, ease of access to information, and a seamless experience

• Involves patients (customers) in shift/handoff reports by enabling their participation in their plan of care as applicable to the given job

• Actively supports the organization's vision, fulfills the mission and abides by the I CARE values

Responsibilities

PEOPLE ESSENTIAL FUNCTIONS

• Promotes a positive work environment and contributes to a dynamic, team focused work unit that actively helps one another to achieve optimal department results. Collaborates with all members of the patient care team by actively communicating and reporting pertinent patient care information and data in a comprehensive manner.

• Develops ongoing relationships and interactions with internal stakeholders and clinicians.

• Provides contributions towards improvement of department scores for employee engagement on department scorecard, i.e. peer-to-peer accountability.

SERVICE ESSENTIAL FUNCTIONS

• Accurately and thoroughly enters all relevant information into systems, optimizing all available computer software. Properly gathers, reviews, duplicates and distributes patient medical information. Prepares and maintains patient files, as appropriate.

• Performs routine office typing, including envelopes, memos, physician notes and physician orders, as appropriate. Prepares and maintains general office files.

• Prints, collates and distributes reports to designated areas.

• Coordinates patient flow with support area staff. Actively participates in organizing the work flow, problem-solving, and managing multiple ongoing priorities with minimal supervision.

• Contributes to meeting/exceeding department and organization targets for patient satisfaction measures.

QUALITY/SAFETY ESSENTIAL FUNCTIONS

• Coordinates and processes requests for medical information according to policies and procedures. Maintains and accurately updates routine reports, forms and log sheets.

• Maintains a safe environment, following all policies and procedures for safety, hazardous material. Reports accidents promptly and corrects minor safety hazards in accordance with regulations and standards.

• Identifies and escalates issues and opportunities for improvement. Follows up on action items to ensure completion of assignments. Contributes towards improving department/practice quality and safety scores.

FINANCE ESSENTIAL FUNCTIONS

• Uses resources efficiently; does not waste supplies. Inventories and orders office supplies following established department standards. Assists with routine equipment troubleshooting such as paper jams, ink cartridge replacement, etc.

• Self-motivated to independently manage time effectively and prioritize daily tasks, minimizing incidental overtime. Utilizes time efficiently and helps other team members.

GROWTH/INNOVATION ESSENTIAL FUNCTIONS

• Identifies and assumes responsibility of own learning needs and seeks continuing education opportunities to meet those needs. Completes and updates the My Development Plan on an on-going basis. Ensures own career discussions occur with appropriate management.

• Offers innovative solutions through participation in performance improvement projects and activities. Follows up on action items to ensure completion of assignments.

This job description is not intended to be all-inclusive; the employee will also perform other reasonably related business/job duties as assigned. Houston Methodist reserves the right to revise job duties and responsibilities as the need arises.

Qualifications

EDUCATION

• High School diploma or equivalent education (examples include: GED, verification of homeschool equivalency, partial or full completion of post-secondary education, etc.)

WORK EXPERIENCE

• One year of clerical experience with computer skills including spreadsheet and word processing applications

License/Certification

LICENSES AND CERTIFICATIONS - REQUIRED

• N/A

KSA/ Supplemental Data

KNOWLEDGE, SKILLS, AND ABILITIES

• Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through on-going skills, competency assessments, and performance evaluations

• Sufficient proficiency in speaking, reading, and writing the English language necessary to perform the essential functions of this job, especially with regard to activities impacting patient or employee safety or security

• Ability to effectively communicate with patients, physicians, family members and co-workers in a manner consistent with a customer service focus and application of positive language principles

• Demonstrates a high level of maturity with demonstrated self-confidence and ability to make decisions

• Conducts self in a professional manner at all times

• Excellent written and verbal communication skills

• Demonstrates a learning attitude toward solving problems, using good reasoning and judgment in a high stress environment

• Demonstrates a positive demeanor and strong multi-tasking abilities

• Ability to work with peers in a team situation

• Very strong organization skills and detail-oriented nature

• Professional handling of exposure to confidential/sensitive information

• Proficient in computer skills for documentation

SUPPLEMENTAL REQUIREMENTS

WORK ATTIRE

• Uniform No
• Scrubs Yes
• Business professional Yes
• Other (department approved) Yes

ON-CALL**Note that employees may be required to be on-call during emergencies (ie. DIsaster, Severe Weather Events, etc) regardless of selection below.

• On Call* No

TRAVEL****Travel specifications may vary by department**

• May require travel within the Houston Metropolitan area Yes
• May require travel outside Houston Metropolitan area No

Company Profile

Houston Methodist Specialty Physician Group - As one of the nation’s leading hospitals and academic medical centers Houston Methodist has brought together some of the nation’s leading experts in multiple specialties to serve our patients.  As part of Houston Methodist Specialty Physician Group (HMSPG), these specialists not only provide excellent clinical care, but are on the forefront of research, developing leading-edge technologies and treatments, and teaching the medical pioneers of tomorrow.  This combination of clinical service, research and academics ensures patients have access to the latest in treatments and technologies while providing the best in comprehensive patient care.  Established as a non-profit corporation and certified by the Texas State Board of Medical Examiners, HMSPG enables physicians to maintain autonomy with respect to their clinical practice while growing their practice within an academic environment.