Business Support Coordinator

Parkland Health and Hospital System (PHHS); Dallas (TX); On-site; USD 38,000 - 55,000; Full time

Job summary

Parkland Health and Hospital System at Moody Outpatient Center seeks an administrative support specialist to assist with site operations, records management, and communications to ensure efficient daily functioning.

You will help prepare complex reports, maintain employee files, manage EPIC templates, coordinate meetings, and arrange travel, while upholding accuracy and customer service across the center.

Qualifications

• High School or equivalent.
• Two years of administrative support experience.
• Typing 25 wpm with a max of three errors.
• Pass Intermediate Word, Excel & PowerPoint with 90%+.
• Pass Telephone Skills and Customer Service test with 80%+.
• Excellent vocabulary and English grammar.
• Ability to compose correspondence independently.
• Familiar with standard office equipment and healthcare terminology.
• Able to write effectively and demonstrate good phone manners.
• Use sound judgment in complex decisions.
• Ability to manage EPIC templates.
• Basic knowledge of facility management and environmental safety.
• Microsoft Access experience preferred.

Responsibilities

• Assists with all aspects of operation for assigned health centers.
• Organizes and maintains employee files and records.
• Researches, summarizes, and compiles data for complex reports.
• Supports EPIC template management to meet productivity standards.
• Generates weekly, monthly, and annual reports for management.
• Facilitates patient calls, schedules, messages, and travel arrangements.
• Oversees facility management, equipment cleanliness and safety.
• Assists with equipment/room maintenance and space planning.
• Supports local performance improvement programs as required.
• Maintains positive relationships with internal/external stakeholders.
• Manages workflow to reduce unnecessary interruptions for leadership.
• Takes dictation and transcribes confidential notes accurately.

Skills

Typing 25 wpm

MS Word, Excel & PowerPoint

Telephone skills

English grammar

Compose correspondence

Office equipment knowledge

Write effectively

Phone manners

Sound judgment

EPIC templates

Facility management basics

Microsoft Access (preferred)

Education

High School or equivalent

Tools

EPIC templates

Microsoft Access

Job description

Location: Moody Outpatient Center

PRIMARY PURPOSE

Assists with operations of assigned location to include responsibilities such as administrative support/operations and facility management, etc. based on location, to ensure effective operations.

MINIMUM SPECIFICATIONS

Education

• High School or equivalent.

Experience

• Must have two (2) years of administrative support experience.

Skills or Special Abilities

• Must be able to type 25 words-per-minute with a maximum of three errors.
• Must be able to successfully pass an Intermediate-level Microsoft Word, Excel & PowerPoint, as established by Employment Services, with a minimum score of 90%.
• Must successfully pass the established Telephone Skills and Customer Service test with a minimum score of 80%.
• Must have excellent vocabulary skills and a demonstrated ability in English and grammar.
• Must be able to compose correspondence independently.
• Must be familiar with the operations of standard office equipment and healthcare terminology.
• Must be able to write effectively.
• Must be able to demonstrate good phone techniques and manners.
• Must be able to use sound judgment in making complex decisions.
• Must have the ability to manage EPIC templates.
• Must have basic knowledge of facility management and environmental safety requirements.
• Prefer experience with Microsoft Access.

Other Requirements

• This job is intended for off-campus locations; therefore, placement into classification is dependent upon Compensation and Employment's approval.

Responsibilities

• Assists with all aspects of operation (administrative, business, clinical, etc.) for assigned health centers.
• Organizes and maintains employee files, and records. Follows up on pending matters to provide timely and accurate information as needed.
• Researches, assembles, summarizes and compiles data for complex reports and presentations in order to provide administrative support to assigned Site Administrator/Director and center which may lead to completing special projects as assigned.
• Assists with effective EPIC template management to ensure productivity standards are consistently met.
• Assists with analyzing critical operations on an ongoing basis. Provides weekly, monthly, and annual reports to evaluate and demonstrate productivity. Communicates results to management.
• Assists with facilitating patient complaints, screens and routes telephone calls, receives and refers visitors, schedules appointments, takes messages, maintains appointment calendars, schedules and coordinates meetings, and makes travel arrangements.
• Assists with effective facility management, including co-locators as measured by cleanliness, proper type, amount and functioning of equipment, and overall environmental safety.
• Assists with the timely and effective maintenance of equipment and rooms to ensure maximum productivity. May assist with space planning, including renovations, new sites, capital repairs and acquisitions.
• Assists with the local performance improvement program as required.
• Maintains a positive working relationship with all internal and external co-located agencies, funding programs, government entities, insurance carriers, individual physicians/clinical personnel, third party payors, management, employees, patients, other PHHS departments, and the public to promote teamwork, cooperation and a positive public image.
• Organizes and expedites the flow of work through Site Administrator's or Director's office, initiating follow-up- actions as required, to reduce unnecessary interaction with Site Administrator or Director in routine matters.
• Takes dictation, notes and/or meeting minutes that are technical and/or confidential in nature. Transcribes into final form ensuring that highly accurate information is documented.

Job Accountabilities

• Identifies ways to improve work processes and improve customer satisfaction. Makes recommendations to supervisor, implements, and monitors results as appropriate in support of the overall goals of the department and Parkland.
• Stays abreast of the latest developments, advancements, and trends in the field by attending seminars/workshops, reading professional journals, actively participating in professional organizations, and/or maintaining certification or licensure. Integrates knowledge gained into current work practices.
• Maintains knowledge of applicable rules, regulations, policies, laws and guidelines that impact the area. Develops effective internal controls designed to promote adherence with applicable laws, accreditation agency requirements, and federal, state, and private health plans. Seeks advice and guidance as needed to ensure proper understanding.