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Title Administrative Assistant - Cardiology Administration ^26111
Req Number 13-00115
Open Date 4/24/2013
Summary: Provides a wide range of skilled secretarial duties and coordinates a variety of office procedures in support of Cardiovascular and Interventional Services.
Essential Duties and Responsibilities:
1. Dictates, transcribes and/or edits from handwritten documents procedure results to facilitate on-going and efficient communications for areas of Cardiovascular and Interventional Services.
1.1 Dictates procedure reports while ensuring correct patient demographics, correct punctuation and grammar, as monitored by supervision.
1.2 Transcribes and/or edits procedure reports while ensuring correct spelling of medical terms, correct patient demographics, correct punctuation and grammar, as monitored by supervision.
1.3 Accurately stores transcribed documents in appropriate directory on the computer to provide easy access for future reference. .
1.4 Documents all transcribed reports to ensure a report has been received, transcribed, and available in the electronic medical record.
2. Maintains appropriate unit records and establishes unit-filing systems to ensure expeditious retrieval.
2.1 Documents and maintains tracking system for all procedure reports for easy access and quality assurance purposes, reporting any variances to appropriate staff.
2.2 Coordinates the duplication and collation of reports.
2.3 Forwards documents to appropriate referring physicians and Health Information Management of the Physician Office Center and WVU Hospitals.
2.4 Coordinates all outgoing mail assuring accurate address used and that the mail is forwarded to the mailroom and incoming mail is delivered at least twice daily.
2.5 Documents all correspondence that is mailed in the appropriate log.
2.6 Files necessary correspondence and reports in appropriate location within department in an orderly fashion.
2.7 Assures that appropriate release of information protocol has been followed prior to releasing any patient information as monitored by supervision.
2.8 Assists the Manager in compiling data for use in departmental budgetary tracking systems and reporting functions.
3. Receives and screens patient/visitor and telephone calls and ensures accurate and timely communication.
3.1 Upon patient arrival to the department, verifies registration, appointment time, and appropriate paperwork are in order.
3.2 Informs appropriate personnel of patient arrival for appointment and forwards corresponding paperwork.
3.3 Updates and maintains patient status in the computerized scheduling system to ensure an accurate tracking system. (i.e. arrivals, cancellations, no shows).
3.4 Answers all phone calls in a timely and courteous manner, identifying self and unit at all times.
3.5 Screens, evaluates, and prioritizes all incoming telephone calls in such a way that urgent situations related to the provision of patient care are handled in an appropriate manner.
3.6 Refers phone calls to proper personnel in a timely manner.
3.7 Receives and responds to patient and staff needs and complaints appropriately within the realm of the “patient care” environment, involving department managers and patient representative as needed.
3.8 Ensures phone mail status is appropriate at all times (i.e. phone mail is turned off at the beginning of each working day). Follows up or forwards phone mail messages in a timely fashion.
3.9 Participates in rotation for coverage of the reception area to provide the department with staffing of the telephone and reception area at all times.
4. Maintains responsibility for general secretarial support functions to Cardiovascular and Interventional Services to ensure efficient departmental operations.
4.1 Assures that the printers, copier, and computers receive proper maintenance (ex. toner kits, printer paper, copier paper, etc.) to allow for their continued operation.
4.2 Maintains a level of supplies needed for secretarial area by notifying the manager of any shortages (i.e. letterhead, envelopes, etc.)
5. Assists the Clinical Schedulers on an as needed basis.
5.1. Communicates consistently with EKG and Cardiovascular Technicians relative to scheduling and reporting activities.
5.2. Schedules inpatients and outpatients in accordance with scheduling guidelines, with the ability to prioritize according to patient needs.
5.3. When scheduling inpatients, notifies appropriate unit clerk of scheduled appointment time and transportation mode.
5.4 Communicates perceived problem issues to Manager.
5.5 Generates corrected schedules, notifying appropriate personnel of any scheduling change in a timely fashion.
5.6 Attempts to optimize and increase efficiency of study or procedure by recommending potential alternatives
6 Verifies medical appropriateness based on department guidelines and updates schedule.
6.1 Assists in ensuring all outpatient procedures meet medical necessity requirements prior to scheduling the procedure.
7 Continually seeks education and training opportunities.
7.1 Participates in on-going education activities to develop, maintain, and enhance professional expertise as monitored by supervision.
Performance Standard: Adheres to the established Performance Expectations for WVUH Employees in the areas of People, Service, Performance Improvement, and Shared Values & Culture.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Ability to sit for extended periods of time.
Ability to lift, push, or pull a minimum of 40 pounds.
Hearing (aid permitted) – must be able to function without use of lip reading.
Visual acuity (corrected) – keen for both distant and near objects/individuals (i.e. ability to read small print)
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Working closely with others
Normal office setting with electrical equipment (i.e. telephone, personal computer, copier, fax machine, etc.)
Computer Software/Systems include but are not limited to:
„X Microsoft Office Professional Suite (Outlook, Word, Excel, Access)
„X Internet Explorer
„X eMon (WVUH HIM transcription application)
„X eScription (WVUH dictation system)
Knowledge, Skills and Abilities:
• Previous experience with payroll preferred
• Basic computer knowledge and ability to operate standard office software
• Knowledge of medical terminology preferred
• Prior experience with of Microsoft Office Suite software applications, including, but not limited to, Word, Excel, Access, Power Point and Outlook is preferred
• Good verbal and writing skills
• Basic mathematical skills.
• Possesses the interpersonal skills to positively and effectively communicate, negotiate, and resolve conflict.
• Motivation and drive for continuous development of self.
• Cooperatively interacts with the health care team to support and contribute to the shared group goals.
• High School diploma or equivalent plus two years additional training or related experience. One year of secretarial training may substitute for experience.
• Able to type at least 35 wpm preferred.
Department CVIS ADMIN ^132
WVUH Shift Day
WVUH Full-time/Part-time Part-time (20 to 40 hours)
Internal Transfer Only No
About the Organization Looking for a challenge? If you are motivated, talented, and eager, there's a future for you at WVU Hospitals. We are looking for people with the desire to make a difference in healthcare.
WVU Hospitals, a 531-bed tertiary care center, teaching institution, that includes:
Ruby Memorial Hospital
WVU Children's Hospital
Chestnut Ridge Center (behavioral medicine)
Jon Michael Moore Trauma Center
Physician Office Center
Mary Babb Randolph Cancer Center
Betty Puskar Breast Care Center
WVU Heart Institute
Clark K. Sleeth Family Medicine Center
Rosenbaum Family House
Cheat Lake Physicians
Center for Reproductive Medicine
Pain Management Center
Wound Management Center
Sports Medicine Center
Sleep Evaluation Center
WVUH-Eastern Division (in the eastern part of the state)
Our employees are our most valuable asset. We offer competitive pay and benefits because we want to attract and retain employees who will support our mission of high quality patient care.
WVUH Hours per Week 20
Notes to Applicant This position will provide support for both CVIS 3rd Floor Ruby as well as the Heart Institute, Suncrest Towne Centre location.
WVUH Start/End Time 0