PURPOSE OF POSITION:
Under the general supervision, with latitude for independent judgment and initiative, assists in the planning, organizing, controlling and coordinating of administrative and office operations in a variety of organizational settings and modalities in the delivery of business and management support systems, healthcare and patient support systems. Integrates these programs, functions and services with other hospitals/facilities and Central Office sectors to maximize optimal levels of performance in the coordination of such activities.
SUMMARY OF DUTIES AND RESPONSIBILITIES:
1. Provides Administrative support and coverage to the Executive Director
2. Assist in preparing reports, projects and agendas; make necessary arrangements, and records proceeding of meeting and conferences
3. Arrange traveling arrangement for the Directors
4. Weekly timekeeping, payroll distributions
5. Transcriptions of minutes
6. Updates absenteeism and lateness profiles
7. Maintains database on employee's evaluation, EHS, and trainings, People Soft ELM
8. Maintains open channel communication with all departments
9. Office filing
10. Sending letters for abnormal or abnormal lab recalls & mailgrams as instructed
11. Ordering of supplies as require to. the Executive Administrative Office ..
12. Ascertains staff coverage daily across Belvis and off sites
13. Answering of telephone
14. Mail & electronic mail distribution
15. Submission of requisition requests
16. Opening/Blocking of provider templates
17. Adheres to Corporate Policy & Procedures regarding confidentiality and work peace ethics
18. Promotes a positive and pleasant attitude conducive to the work environment, which furthers the Mission, Vision, and Value Statement
19. Meet all compliance standards/requirements such as annual, physical evaluations/assessment, fire safety drills, People Soft ELMs, and other relevant trainings
20. Responsible for wearing professional attire in the workplace when conducting business on behalf of the Bronx Region Network as well as employee identification card
21. Rotates to various services in Ambulatory Care department to provide Customer service and retention.
22. Manages the advancement of Press Ganey/ CHAPS scores by treating all patients in a courteous and respectful manner with special regard to confidentiality.
23. Provide patients with appointments in Epic (when applicable) to all clinics as needed.
24. Process (open and close (where needed) visits for clinic sessions in Epic.
25. Determine and open/register/schedule appointments as confidential when required.
26. Appropriately direct patients to other hospital services as needed.
27. Attend education sessions and demonstrate capability to provide technical expertise/support to maintain proficiency of personnel.
28. Monitor daily activities including patient flow.
29. Participate in the development of strategies to improve performance (i.e., reduce patient cycle time, improve access, decrease wait time, improves patient experience).
30. Attend/participate in departmental meetings: i.e.: Staff Meetings, Ambulatory Care Clinical Service Line,
31. Assist and troubleshoot Service/Clinic/Program operational issues
32. Address patient issues/complaints in real time prior to escalating to administrator Investigate patient issues or complaints from patient advocacy and take responsibility for service recovery (i.e., contact patient to apologize for their negative experience).
33. Ensure staff consistently meet patient experience standard including tone, body language and attitude, and display caring actions even in stressful situations when communicating with patients, visitors and peers.
34. Maintain a safe environment for patients by ensuring the enforcement of safety policies; attend continuing education programs/training as scheduled; assist in the proper handling of patients' protected health information to ensure HIPAA compliance
35. Assist in improving care delivery through the participation in performance improvement projects.
36. Comply with departmental and organizational policies and procedures.
37. Complete annual regulatory requirements within established time frames.
38. Flexibility: Rotating shifts, evening clinics and weekends as needed.
39. Adherence to wearing allocated uniforms.
40. Evenings/or weekend assignments as needed
Telephone Responsibilities:
Answer telephones in a timely and professional manner; when answering the phone state name, clinic, and "How may I help you"; accurately record and transmit messages; locate doctors and nurses when needed; make telephone calls to other divisions as directed; make appointments as directed.
Send and receive faxes, Page personnel as requested.
Other Supervisor/Service Line Administrator duties as assigned by: Associate Executive Regional Director and Assistant Director