Administrative Assistant - HPDP (DH3482)

POSITION SUMMARY

Responsible for performing front desk receptionist, administrative and clerical duties for the Health Promotion Diabetes Prevention (HPDP) Department.  Duties include answering phones, taking messages, greeting patients, data entry, departmental file management, inventory/supply management, and department mail. Understands and follows the organization’s policies, procedures, and standards to include HIPPA, and Privacy Act. Incumbent will work with hospital Electronic Health Record (EHR) for scheduling, data entry, and patient registration for Taking CHARGE! pediatric obesity intervention program and Lifestyle Balance Clinic.  Incumbent needs to be an independent worker yet a team player, helping to meet the day-to-day needs of the HPDP Department and assist HPDP Program Director as needed.  This position is grant funded.

NECESSARY QUALIFICATIONS

Education:

       High school diploma or GED

Experience:

One (1) year of clerical experience working with word processing, spreadsheet, and database management software skills (Microsoft Office, Outlook, Excel, Allscripts, etc.)

Licensure/Certifications:

• Must have and maintain an unrestricted current valid state driver’s license
• Must have and maintain a Basic Life Support (BLS) certification from the American Heart Association (AHA), or completion of certification within 90 days of hire.

Other Skills and Abilities:

A record of satisfactory performance in all prior and current employment as evidenced by positive employment references from previous and current employers.  All employment references must address and indicate success in each one of the following areas:

• Exceptional customer service skills
• Positive working relationships with others
• Possession of high ethical standards and no history of complaints
• Reliable and dependable; reports to work as scheduled without excessive absences or tardiness
• Work effectively within a team
• Must have a high level of interpersonal skills to handle sensitive and confidential situations; continually requires demonstrated poise, tact, and diplomacy
• Must be able to handle multiple tasks, and highly organized
• Greets and welcome patients upon entrance to the HPDP Fitness Center front desk and directs/assists them as necessary. Respond to public inquiries.
• Answers phones, takes messages, directs phone calls, and directs/assists callers. Provide word-processing and secretarial support. Excellent computer skills to perform administrative tasks
• Completion of and, above-satisfactory scores on all job interviews, demonstrating to the satisfaction of the interviewees and TCRHCC that the applicant can perform the essential functions of the job
• Successful completion of and positive results from all background and reference checks, including positive employment references from authorized representatives of past and current employers demonstrating to the satisfaction of TCRHCC a record of satisfactory performance and that the applicant can perform the essential functions of the job
• Successful completion of fingerprint clearance requirements, physical examinations, and other screenings indicating that the applicant is qualified to be employed by TCRHCC and demonstrating to the satisfaction of TCRHCC that the applicant can perform the essential functions of the job
• Submission of all required employment-related documents, applications, resumes, references, and other required information free of false, misleading, or incomplete information, as determined by TCRHCC

MENTAL AND PHYSICAL EFFORT

The physical and mental 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.

Physical:

Must be able to frequently sit, stand, walk,, frequently drive and bend as well as occasionally climb, kneel, crouch, twist, maintain balance, and reach. Sensory requirements for position are prolonged ability of near and color vision and hearing normal speech. Must frequently have ability for far vison, depth perception, and telephone use. Occasionally will require ability of seeing fine details and hearing overhead pages. Must be able to occasionally lift, push and pull up to 100 lbs. Must be able to continuously perform simple grasping, firm grasping, firm manipulation and use keyboard with both hands.

Mental:

Must be able to prioritize and use good judgment.  Must be able to coordinate a variety of issues with intermittent interruptions. Must be able to continually concentrate, frequently cope with high levels of stress, make decisions under high pressure, manage altercations, handle multiple priorities in stressful situation, demonstrate high degree of patience, and work in areas that are close and crowded. May occasionally cope with anger, fear, hostility of others in a calm way, handle a high degree of flexibility, work alone, and adapt to shift work.

Environmental:

While in the position you may frequently be exposed to dust, fumes, gases, and loud noises, and occasional exposure to infectious disease, chemical agents and unprotected heights.

ESSENTIAL FUNCTIONS

1. Assists Program Assistant with department requisitions, purchase orders, department travel, and training requests.
2. Manages departmental office equipment and supplies. Maintains maintenance of all office equipment/program vehicles and repairs.
3. Maintains an adequate inventory of office and program supplies.
4. Collects and distributes department mail. Open and date stamp all general correspondence.
5. Maintains the general filing system and file all correspondences.
6. Assist in the planning and preparation of program and committee meetings and conferences.
7. Works alongside Diabetes Prevention Coordinator, Health Coach(es), other Patient Access Specialist (PAS), and providers to manage and track referrals; work with PAS’s to schedule, reschedule, and/or cancel patient appointments.
8. Reviews, updates and maintains all patient data in registration and scheduling systems.
9. Works closely with Diabetes Prevention Coordinator to track referrals and update status to services by clinic, provider, and service requested.
10. Assist program staff with data entry and information management for all electronic health records and data registries. (Allscripts, Fitnessgram, etc.)
11. Comply with all provisions of HIPAA and Privacy Act.
12. Comply with all Hospital wide and Department Policies and Procedures.
13. Participates in mandatory Hospital and Department in-services to include OSHA, BLS, HIPAA, Safety, Cultural Sensitivity, etc.
14. Responsible for electronic health records data entry pertinent to patient service role.
15. Participates in departmental workflow and or testing teams as related to electronic health record or other project initiatives.
16. Assists Community Connectors by providing distribution of food, water and other necessary essentials to community members who are in isolation or quarantine.
17. Assists the Contract Tracing team by performing contact tracing activities for patients testing positive for COVID-19, and conducting negative results calling.
18. Assists the Screening/Greeters at various entry points to ensure appropriate screening for all patients and visitors entering the TCRHCC campus.
19. Ensure proper PPE is worn at all times while on duty including but not limited to, face mask, gloves, gown, isolation gown, NIOSH-approved N95 filtering facepiece respirator or higher, if available), and eye or face shield.
20. Complete all donning and doffing tasks in a safe acceptable method and discard of used PPE accordingly. (see CDC website for most current updates)
21. Complete task training for all routine cleaning and decontamination processes for all surfaces contaminated by a communicable disease to ensure a high level of patient, visitor, employee, and external customer satisfaction.
22. Performs other related duties as assigned.