Office Coordinator - ER

MyMichigan Health; Sault Ste. Marie (MI); On-site; USD 19,000 - 30,000; Full time

Job summary

The MyMichigan Health ER – Office Coordinator position involves secretarial support for designated areas, handling department documentation, statistics, QA, payroll, files, and extensive clerical duties. You will assist managers, maintain calendars, schedule internal and external appointments, and prepare departmental records.

Strong organizational and communication skills, plus accuracy in payroll/QA tasks, are essential.

Qualifications

• Typing 40 WPM minimum.
• One-year clerical experience required.
• Communication skills required, verbal and written.
• Able to work independently and prioritize multiple activities.
• Interpersonal skills needed to communicate successfully with individuals and groups.
• Knowledge of Microsoft Windows preferred.

Responsibilities

• Assist Manager with coordination of department activities.
• Maintain a calendar for the Manager and schedule appointments.
• Maintain all department files and retrieve information for Manager.
• Assist with coordination of occurrence reports and patient complaint reports.
• Coordinate department QA activities and prepare QA summaries.
• Answer the telephone, screen calls, and relay messages.
• Maintain files and prepare documents for Manager and staff.
• Assist with department charges and daily staffing records.
• Publish minutes of department meetings and ensure attendance.
• Provide excellent customer service and maintain patient records.

Skills

Typing 40 WPM

Clerical experience

Communication skills

Independent work

Interpersonal skills

Microsoft Windows

Education

High School Diploma or GED

Tools

Excel

WordPerfect

Word

PowerPoint

Job description

Summary

The essential functions of this position include but are not limited to; secretarial position to assist with activities of designated areas, including processing of department documentation, statistics, QA, payroll, files, typing, and other clerical duties; other functions that may be assigned.

Responsibilities

A Day in the Life of an ER – Office Coordinator at MyMichigan Health:

(40%)* Assists manager with coordination of activities of hospital departments. Coordinates activities with Managers and staff in departments. Communicates with Manager about activities occurring in departments or hospital-wide as necessary. Works on special projects as assigned by manager.

(20%)* Maintains a calendar for the Manager. Schedules appointments within house and outside people and agencies. Maintains monthly and daily scheduling. Sets up in services and meetings for Manager and departments.

(20%)* MaintainsalldepartmentfilesaccordingtodepartmentalprocedurePreparesfiles for Manager. Maintains personnel files. Able to retrieve information for Manager use.

(20%)* Assists manager with coordination and tracking of occurrence reports and patient complaint reports to assure timely response from appropriate staff members. Can determine staff involved by records. Follow through with contacting of staff with incidents. Responds with letter to patient, as appropriate. Communicates with Manager incidents that may need immediate action.

OTHER DUTIES AND RESPONSIBILITIES

• Assists Manager and other appropriate staff members with coordination of department QA activities.


• Maintains files or can retrieve information for QA studies. Prepares summary format of QA information.


• Performs general clerical functions for the department, including copying, faxing and deliveries. Maintain general clerical functions for all departments.


• Answer the telephone, screen calls, take and relay messages.


• Maintains manuals for Department.


• Completes typing projects as assigned by manager. Responsible for accurately typing projects and documents for Manager and staff.


• Processes departmental mail.


• Assists with department charges.


• Maintains Department Files/Supplies.


• Assists manager and other appropriate staff members at coordination of department competencies and orientations.


• Assists manager and appropriate staff with the compilation, updating, stocking of educational materials. Assists manager in purchasing of supplies and equipment for units.


• Communication & Cooperation.


• Knowledge of contents in union contracts to correctly administrate to nursing staff, Human Resources and Payroll.


• Must be available to join CQI's Team as needed and contribute to meet the goals of the team. Accurately and effectively communicate with sensitivity to all necessary departments, providing effective feedback. Attends Department Meetings. Accurately records minutes of departmental meeting. Publishes minutes for department to read.90% attendance to meetings expected.


• Reads minutes 100% of time.


• Processes payroll and department attendance records. Has working knowledge of Kronos and UKG systems. Meets payroll deadlines. Prepares pay period reports for the Manger.


• Does all clerical work related to nurse scheduling accurately and timely.


• Maintains records of daily staffing. Maintains employee calendars making sure they are up to date and accurate.


• Provides excellent customer service.


• Maintains patient records.


• Establish and maintain files and records.


• Copies and routes testing and reports to physicians, tracks correspondence and orders.


• Prepares and enters computer daily patient charges, reviews the daily charge report and follows up with Finance department as needed. Verifies daily charges with green bars from accounting.


• Coordinates some inpatient and outpatient diagnostic procedure scheduling.


• Prepares monthly statistical reports and records as required by department manager and routes to Finance.


• Demonstrates competency in Infection Prevention and Control Practices and Policies.


• Performs other duties as assigned.

Certifications and Licensures

Credential: FINGERPRIN: Fingerprinting

Required Education

Requirements We Are Looking For

Education: High School Diploma or GED

Equivalent Experience:

Other Information

EXPERIENCE, TRAINING AND SKILLS

• Typing skills; 40 WPM minimum.


• One-year clerical experience required.


• Communication skills required, verbal and written.


• Able to work independently and prioritize multiple activities.


• Interpersonal skills needed to communicate successfully with individuals and groups and interact with people at all levels to communicate ideas and concepts in a clear and understandable manner.


• MyMichigan Health is a technology driven organization and employees need to demonstrate competency in Microsoft® Windows. An employee may be required to participate in further learning opportunities offered by MyMichigan Health.


• Knowledge of medical terminology preferred.


• Computer skills required; experience with Excel, WordPerfect, Word, and PowerPoint preferred.

PHYSICAL/MENTALREQUIREMENTSANDTYPICALWORKINGCONDITIONS:

• Exposure to stressful situations, including those involving public contact, as well as, trauma, grief and death.


• Able to wear personal protective equipment that includes latex materials or appropriate substitute if required for your position.


• Is able to move freely about facility with or without an assisted device and must be able to perform the functions of the job as outlined in the job description.


• Overall vision and hearing is necessary with or without assisted device(s).


• Frequently required to sit/stand/walk for long periods of time. May require frequent postural changes such as stooping, kneeling or crouching.


• Some exposure to blood borne pathogens and other potentially infectious material. Must follow MyMichigan Health bloodborne pathogen and TB testing as required.


• Ability to handle multiple tasks, get along with others, work independently, regular and predictable attendance and ability to stay awake.


• Overall dexterity is required including handling, reaching, grasping, fingering and feeling. May require repetition of these movements on a regular to frequent basis.


• Physical Demand Level: Light. Must be able to occasionally (0-33% of the workday) lift or carry 11-20 lbs., frequently (34-66% of the workday) 10 lbs. and or Walk/Stand/Push/Pull of Arm/Leg controls.