1 st. joseph's hospital and health center job description

SJHHC Job Description – Office Assistant Clinic Administration
07/16/2007
ST. JOSEPH’S HOSPITAL
AND HEALTH CENTER
JOB DESCRIPTION
1
Job Title: Office Assistant
Classification: Non-Exempt
Department: Clinic Administration
Reports to: Director of Clinic Administration
Position Summary: : Assists in the overall organization and management of resources for patient care
services, including computer systems, in/outpatient and/or staff scheduling and general clerical/secretarial duties;
promotes an atmosphere of cooperative effort and professional attitude. Responsibilities may include screening
calls, making travel and meeting arrangements, preparing reports, financial data, routine and advanced
correspondence including letters, memoranda, minutes, and reports. Requires strong computer and internet
research skills. Possesses the ability to train others on system usage. Also calls for flexibility, excellent
interpersonal and customer service skills, project coordination experience, and the ability to work well with all levels
of internal management and staff, as well as outside entities (clinics). May handle a wide variety of situations and
conflicts involving the clerical and administrative function of the office. Responsible for confidential and time
sensitive material. Familiar with a variety of the organization's concepts, practices, and procedures. Relies on
experience and judgment to plan and accomplish goals. May direct and lead the work of others. A wide degree of
creativity and latitude is expected. This position supports the mission, vision and philosophy of CHI and St. Joseph’s
Hospital and Health Center.
Security Access:
(1) Security Access: High - “Incumbent has access to restricted or confidential patient information and must
comply with the terms of the St. Joseph’s Hospital & Health Center Security Policies as it applies to
their job role.”
BASIC FUNCTIONS (NOTE: basic or fundamental duties to a position):
1. Demonstrates excellent customer service performance and displays a positive attitude and behaviors
consistent with the CHI Standards of Conduct and Core Values. (See Job Description Addendum)
2. Responsibilities related to the selected tasks for Position in which assigned.
a. Consistently maintains a functional office system as evidenced by:
• File system for timely follow-up of projects/requests
• Availability of needed office supplies
• Scheduling of meetings and publishing of agendas in a timely manner
• Distribution of minutes prior to the meeting
• Long term preservation of records according to the hospital policy
• Easy and timely retrieval of requested documents
b. Produces timely, accurate and errorless coding for charges generated in Clinic
c. Schedules patients, cases and staff according to department guidelines
d. Effectively communicates with Director of Clinical Administration, Physicians, Nurse Practitioners,
staff and other agencies to maintain efficient patient scheduling
e. Maintains files for patient and staff information according to the confidentiality policy
f. In the absence of the Director of Clinic Administration, will take on delegated assignments and will
appropriately assign others within guidelines
g. Completes Payroll duties in timeline described by Payroll Clerk
h. Independently answers routine correspondence and sets priorities of work to be completed.
i. In area of responsibility, accurately interprets policies/guidelines to others (patients, visitors, staff,
MDs, etc.)
j. Effectively communicates with Director/Supervisors:
• Reports progress on projects
• Identifies problem areas
• Requests assistance with priorities when necessary
k. Takes action on administrative problems according to administrative policy/procedures

SJHHC Job Description – Office Assistant Clinic Administration
07/16/2007
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3. Maintains and increases competency skills for position in which assigned.
a. Demonstrates excellent interpersonal skills and strong conflict management skills
b. Demonstrates competence in the performance of selected skills and knowledge on an annual basis
• Maintains a comprehensive filing system
• Strong coordination and organizational skills
• Maintain procedures manual to ensure consistent performance of routines (webpage/ hardcopy)
• Works without close supervision
• Must have strong computer skills
c. Demonstrates competency in the following computer programs:
• Med Axxis
• MediTech
• Kronos
• LSS
• MicroSoft Word
• MicroSoft Excel
• Others as assigned
d. Accurately performs selected tasks/skills in a timely and safe manner.
e. Uses appropriate channels of communication and systematic problem solving
f. Identifies and achieves a professional development goal each year
g. Shares expertise by mentoring, precepting, or teaching an in-service or class.
4. Actively supports and participates in quality improvement.
a. Participates in quality teams and unit activities.
b. Applies in safe and proper manner correct body mechanics, proper transfer techniques, BSI
techniques, chemical usage and other hazardous materials, and use of equipment.
c. Takes immediate action in unsafe situations.
d. Uses down time to benefit the department and SJHHC.
e. Investigates and reports patient, staff and visitor incidents immediately in appropriate manner.
f. Understand role and follows procedures in all codes and drills.
g. Adheres to all hospital and departmental safety standards thus promoting safety practices to ensure
a safe and healthful environment for patients, staff and visitors
5. Demonstrates and supports the CHI Standards of Conduct, Core Values and Policies and Procedures of
the Hospital.
a. Exercises good faith and honesty in all dealing and transactions. (Integrity)
b. Creates a workplace that fosters teamwork, respects the inherent dignity of every person, promotes
employee participation and ensures safety and well-being. (Reverence)
c. Provides accurate and truthful information in all transactions. (Integrity)
d. Maintains and protects the confidentiality of patient, employee and organizational information.
(Compassion)
e. Exercises responsible stewardship of both human and financial resources. (Compassion)
f. Avoids conflicts of interests and/or the appearance of conflicts. (Integrity)
g. Uses tact, sensitivity, sound judgment and professional attitude in communication and relationships
with others. (Compassion)
h. Strives to deliver the best quality care and service. (Excellence)
i. Promotes a positive image of the hospital and its services.
j. Is timely and punctual in attendance and follows all policies and procedures.

SJHHC Job Description – Office Assistant Clinic Administration
07/16/2007
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QUALIFICATIONS:
1. Equivalent to completion of one year of college-level coursework in business or a field related to the work.
2. 2 - 5 years experience in general office procedures in a medical office; or an equivalent combination of
education and experience sufficient to successfully perform the essential duties of the job as listed above.
3. Staffing and scheduling experience is preferred.
4. Excellent spelling and grammar skills.
5. Medical terminology preferred.
6. Must be proficient with Word, Excel, and Outlook.
7. Ability to work with people, establish priorities and handle workflow with frequent interruptions.
Physical Demands of Position (Below is an example):
During a normal work day, an employee working in this position needs to perform the following demands of the
essential functions of this position as observed and measured by a WorkSTEPS Certified Physical Therapist.
Variations from the Dictionary of Occupational Medicine (DOT) have been derived from on sight analysis.
EMPLOYEE/PATIENT
MUST
NEVER 1 – 33%
OCCASSIONALLY
34 – 66%
FREQUENTLY
67-100%
CONTINUOUSLY
Lift up to 50 lbs.
x
Floor to Knuckle;
Source: DOT
Examples: Assisting a 200 pound person into a sitting position from supine. Assisting with sit to stand transfers. Assisting
a client up from the floor with assist from other staff and appropriate tools. Total Assists of clients weighing more than 200
pounds will require additional staff.
Life up to 40 lbs.
x
Knuckle to shoulder.
(laundry bags)
Shoulder to overhead
x
12 lbs
Example: Preparing IVs, reaching clean laundry from the storage closets. Books that weigh as much as 12 pounds have
been measured. IV solutions weigh less than 5 pounds.
Push/Pull (see force
x
below)
Example: Up to 40 lbs start force and 25 lbs mean sustained force when on carpet with 200 lbs on a cart. Up to 30 lbs start
force and 15 lbs mean sustained force when on tile with 200 lbs on a cart.
Climb Stairs
x
Walk
x
Sit
x
Stand
x
Twisting upper body
x
NOTE: Twisting is discouraged with use of proper body mechanics but is performed occasionally during patient care.
Squat/Kneel
x
Bend/Stoop/Crouch
x
Use Hands
x
Dexterously
Examples: (Pincer grip) preparing medications, writing, typing.