What are the responsibilities and job description for the Exec Secy CEO Phys LIA Pt Adv position at Sullivan County Community Hospital?
QUALIFICATIONS
Education
- High School graduate or equivalent
- Some college is preferred
Experience/Skills
-
Position requires
- Secretarial experience, preferably at an executive level
- Three years of relevant experience in a healthcare environment
- Minimum of two years experience working with physicians/providers, medical practice office staff, or other medical specialties
- Possesses strong customer service skills
- Handles difficult and angry people constructively
- Possesses excellent telephone etiquette skills
- Demonstrates proficiency in Windows-based operating software/systems
- Exhibits good oral and written communication skills
- Works with minimal supervision
- Demonstrates a high level of emotional intelligence during daily duties
- Works in a fast-paced environment and performs a wide range of tasks, while encountering frequent interruptions
- Works in conjunction with staff in a supportive way to troubleshoot and resolve issues
- Maintains visibility to staff, offering support and modeling Behavioral Expectations
- Possesses excellent service recovery skills
- Is a team player and works collaboratively intra- and inter-departmentally
Required Licenses/Certifications
- N/A
Working Conditions
- Works in a well-lit area with good ventilation
ROUTINE RESPONSIBILITIES
Behavioral Expectations
- Consistently complies with established Behavioral Expectations
Executive Secretary Duties
- Processes, with discretion, large amounts of sensitive and confidential information concerning hospital affairs, professional and personnel performances, and other information
- Follows HIPAA guidelines
- Screens telephone calls and mail directed to the CEO and CFO
- Interacts with visitors to Administration which may include providers, staff, and/or vendors
- Aids and directs in a professional and polite manner
- Exhibits positive communication standards and models the organization’s Behavioral Expectations
- Responds to letters, general correspondence, and requests for information from administration
- Functions as a back-up for payroll approval for both the CEO and CFO
- Works with directors and Payroll to correct timecard issues
- Maintains appointment schedules and calendars for both the CEO and CFO
- Orders supplies and materials necessary for the function of the administrative offices
- Works with Accounts Payable to ensure vouchers are signed/completed in timely fashion
- Prepares check requests as needed
- Processes Capital Expense Requisitions when needed by securing the appropriate signatures and routing completed forms to the appropriate department.
- Prepares the quarterly Administrative On-Call Schedule and distributes appropriately
- Maintains a filing system and an up-to-date contract database
- Manages meetings and events involving the CEO and CFO as necessary
- Assists in planning meetings as requested, sending notices, making arrangements for space, supplies/equipment, refreshments, and other services
- Develops, copies, and distributes materials as needed
- Works with the Nursing Administration Secretary to manage/maintain the Administrative Policy Manual
- Secures bonds for both the CEO and CFO annually
- Completes all necessary applications and surveys required annually
- Manages and provides oversight of physician recruitment activities including scheduling visits and contract communication/dissemination
- Maintains physician contract files
- Participates in and provides oversight assistance for all regulatory agency surveys, assembling requested hospital data, completing forms, and serving as a communication liaison between the executive team, surveyors, and staff
- Efficiently develops, maintains, and retrieves documents for administrative activities
- Accepts other duties as assigned
Board Liaison Duties
- Establishes meeting schedules for Board committees, Board meetings, and other special administrative meetings
- Ensures that public notices of executive sessions and regular or special meetings are posted according to Indiana Codes and as required by the Indiana Open Door Law
- Communicates dates and times to internal participants
- Gathers necessary reports from all sources and assembles packets for committee meetings, special meetings, and Board meetings
- Assists in preparing agendas for all meetings
- Distributes and/or uploads meeting packets as necessary
- Provides meeting reminders to Board members
- Troubleshoots technology-related issues and works with others to resolve
- Attends all regularly scheduled Board meetings, Board committee meetings, and special meetings
- Records activities of meetings, transcribes minutes, and distributes as necessary
- Maintains official documents from all meetings
- Functions as a liaison between administrative staff, Board members, and QHR representatives
- Works with individual Board members to coordinate registration, travel, and lodging associated with hospital-related education events
- Processes bank signature cards as staff and Board members change or as updates are needed
- Works with Accounts Payable to ensure checks over $10,000.00 are signed by a Board member
- Obtains Board member(s) signature on other documents as required
- Accepts other duties as assigned
Patient Experience Liaison Duties
- Functions as an administrative intermediary between patients/families and hospital/clinic staff
- Regularly performs in-patient validation rounding and rounds on outpatients as needed or requested
- Follows through on recognition opportunities by communicating with department supervisors/leaders or by sending Thank You cards
- Appropriately follows through on complaints or issues identified during rounding
- Receives, investigates, and resolves inquiries, concerns, complaints, and/or grievances from patients and/or families
- Works inter-departmentally to sufficiently resolve the issues
- Uses the service Recovery Toolkit appropriately
- Assists others to effectively resolve concerns/complaints
- Assists patients/families with unresolved concerns during/after their hospital stay or post-clinic visit
- Documents received concerns, complaints, and/or grievances by summarizing the issue(s), noting actions taken to resolve, and the outcome
- Actively participates on the Patient Experience Team
- Uses knowledge gained through patient visits or service recovery opportunities to make suggestions to improve the customer experience
Monday - Friday
Day Shift
Temporary position
80 hrs/Bi-Weekly
