Sr Administrative Assistant-Heart and Vascular Services

3 weeks ago

Doylestown, United States Doylestown Health Full time
Job Description:
  1. PURPOSE OF JOB:
Provide administrative support for the Heart and Vascular Services. Under guidance of the Executive Director of Heart and Vascular Services, work closely with the Management Team and Coordinators within the service line, acting as liaison/resource person to enhance communication, facilitate meetings and assist in preparation of operational and statistical reports with internal and external stakeholders.
  1. ESSENTIAL FUNCTIONS: (Maximum of 6)
  1. Supports the Heart and Vascular Services by providing clerical support (35%)
  2. Manage and Track data related to operations and projects and coordinating staff needs for resources (15%)
  3. Oversee the scheduling and distribution of procedures and surgeries and arranges transfers (35%)
  4. Assists with data entry for the registries and accreditations
  5. Oversee the supply ordering for the Heart and Vascular Services (10%)
  6. Oversee the maintenance and upkeep of the office and acts as a support for the other areas within the service line (5%)
Essential Functions Total Weight must equal 100%
    1. JOB CRITERIA AND PERFORMANCE STANDARDS:
Supports the Heart and Vascular Services by providing clerical support
    • Manage the scheduling of meetings, meeting attendance, reservation of conference rooms, and agenda presentations
    • Record accurate, complete minutes, ensuring approvals by committee chairs as required
    • Provide reminders to committee members in advance of the meetings
    • Distribute meeting agendas and minutes and correspondence to all committee members in a timely manner
    • Manage departmental files, assuring documentation is stored in share drive in an organized manner
    • Maintains and updates phone list, tiger text lists
    • Maintains calendar with associate time off
    • Be proficient in the use of Microsoft Office (Outlook, Word, Excel, and PowerPoint)
Manage and Track data related to operations and projects
    • Maintain timekeeping for the management team
    • Assume responsibility for timely and professional completion of special projects
    • Create and design professional forms and worksheets as requested
    • Oversee the files associated documents related to the council meetings and work groups
    • Oversee Blood drives (acts as a primary contact for Red Cross Blood Drive held quarterly at the hospital) and help coordinate outside community events related to heart and vascular services
Oversee the Scheduling and Distribution of Procedures and Surgeries
    • During normal office hours, arranges transfers from other facilities to the cath lab or inpatient unit as requested by Doylestown Health physician
    • Make necessary calls to transferring facility to request demographics and give instructions regarding transfer and collects the required information.
    • Acts as a liaison between the cath/EP lab, CT office and Cardiology practices, regarding scheduling issues
    • Assist with programmatic scheduling for hospital services (structural heart, cardio-oncology, heart failure)
    • Assists the scheduling coordinator as needed daily and provides coverage when scheduling coordinator is out of the office
    • Communicates to the primary scheduler in the office any scheduling issues and changes.
Assist with the data entry for registries and accreditations and logs required by the disease specific coordinators
    • Assists the accreditation coordinators to assure compliance with standards for accreditation
    • Maintain logs for transfers and programmatic development
    • Utilizes the EMR to gather data for registries, non-clinical support demographics
Oversee the supply ordering for Heart and Vascular Services
    • Monitors economical use of office inventory of supplies for the management team such as toner, office supplies, office equipment, lab coats, business card, etc.
    • Order and maintain inventory of heart pillows and educational materials
    • Order and maintain current forms electronically
Oversee the maintenance and upkeep of the office and acts as a support for the other areas within the service line
    • Maintains office appearance and functional use of equipment
    • Assist other management team members in requesting support from outside departments to address needs of the department


** THIS FORM IS STANDARD FOR ALL DOYLESTOWN HOSPITAL ASSOCIATES**

Corporate Compliance / HIPAA / Behavioral Standards

Corporate Compliance/HIPAA
    1. Demonstrates the highest level of professionalism and ethical standards in the performance of their duties with integrity and complies with all applicable laws in a manner that excludes considerations of personal advantage or gain.
    2. Adheres to Doylestown Hospital's Corporate Compliance Plan, including the referenced policies, and to all rules and regulations of all applicable local, state, and federal agencies and accrediting bodies. Makes good faith reports of suspected violations.
    3. Complies with HIPAA privacy rules by only discussing, or seeking out information about the status of patients to whom care is being provided with others providing care to that same patient, and ensuring such discussion takes place in a confidential setting.
Cultural Diversity

Recognizes the existence of cultural differences and utilizes appropriate resources available throughout the hospital to respond to the needs of the pediatric, adolescent, adult and geriatric patient, family member and/or visitor

Job Qualifications:
  1. Education: High School graduate.
  2. Experience: Minimum of two year's secretarial and/or administrative assistant; 5 year's experience preferred OR Bachelor's degree in related field in lieu of experience.
  3. Other Skills: Excellent computer and organizational skills, detail focused.


Effective communication skills. Good mathematical, grammatical and communication skills. Good typing ability. Tact and diplomacy in handling patient inquiries and associates. Efficient time management.

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