Cardiac and Vascular Services Office Coordinator at Bryan Health – Lincoln, Nebraska

GENERAL SUMMARY:

Provides administrative and clerical support to all Cardiovascular Services (CVS) areas. Responsible for the workflow and schedules of office operations at all sites.

PRINCIPAL JOB FUNCTIONS:

1. Commits to the mission, vision, beliefs and consistently demonstrates our core values.

2. *Provides departmental phone coverage, efficiently screening calls, relaying messages, and responding to inquiries in a timely and appropriate manner.

3. *Develops and monitors the staffing schedule for the department clerical team to ensure adequate coverage and operational efficiency.

4. *Assists in the interview and selection process of department clerical staff; oversees orientation and training of new employees for departmental clerical activities and processes.

5. *Provides input on staff job performance evaluations in concert with manager; provides constructive information/feedback to employees regarding their performance; conducts verbal coaching to align employee behavior with technical performance expectations.

6. *Compiles agenda and presentation materials, maintains action item tracker when applicable, releases meeting email notifications and facilitates meetings.

7. *Prepares memorandums, correspondence, department emails, policies and procedures, forms, and other monthly and quarterly reports; may prepare highly sensitive materials requiring a high degree of confidentiality.

8. Verifies departmental credit card billing per receipts and assigned coding documentation.

9. Coordinates input and accuracy of department productivity, manual charges and credit for non-invasive exams as well as mobile site staffed hours, as appropriate.

10. Creates scheduled reports for the department and other managers as requested.

11. Performs data entry functions for department quality and process improvement team.

12. Maintains office equipment by reporting issues, troubleshooting problems, and coordinating repairs to ensure safe and functional operation.

13. Serves as a liaison between physicians, department leadership and office staff; serves as a liaison between Health Information Management (HIM) and the department and assists with system maintenance/downtime.

14. Provides general hardware and software assistance for department PC users; assists in the updating of forms, records and manuals.

15. Coordinates daily external mailing/faxing of patient records to appropriate entities.

16. Supports patient and family flow during their visit to the department, ensuring a positive and organized experience.

17. Assists department staff by performing outpatient scheduling and relays scheduled exam time and information to patients.

18. Maintains proficiency of office applications and other department specific data management systems related to job responsibilities.

19. Inventories, orders and coordinates office supply purchases and deliveries with appropriate departmental and supply personnel; orders forms as needed.

20. Sorts and routes incoming departmental files.

21. Maintains professional growth and development through seminars, workshops, and professional affiliations to keep abreast of latest trends in field of expertise.

22. Participates in meetings, committees and department projects as assigned.

23. Performs other related projects and duties as assigned.

(Essential Job functions are marked with an asterisk “*.” Refer to the Job Description Guide for the definition of essential and non-essential job functions.) Attach Addendum for positions with slightly different roles or work-specific differences as needed.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

1. Knowledge of general office procedures and standard clerical practices.

2. Knowledge of medical terminology.

3. Knowledge of computer hardware equipment and software applications relevant to work functions.

4. Ability to communicate effectively both verbally and in writing.

5. Ability to perform crucial conversations with desired outcomes.

6. Ability to establish and maintain effective working relationships with all levels of personnel and medical staff.

7. Ability to work in a demanding position in terms of accuracy and productivity.

8. Ability to problem solve and engage independent critical thinking skills.

9. Ability to maintain confidentiality relevant to sensitive information.

10. Ability to prioritize work demands and work with minimal supervision.

11. Ability to maintain regular and punctual attendance.

EDUCATION AND EXPERIENCE:

High school diploma or equivalency required, bachelor’s degree preferred. Successful completion of a medical terminology course preferred. Previous experience in area of responsibility preferred.

OTHER CREDENTIALS / CERTIFICATIONS:

None

PHYSICAL REQUIREMENTS:

(Physical Requirements are based on federal criteria and assigned by Human Resources upon review of the Principal Job Functions.)

(DOT) – Characterized as sedentary work requiring exertion up to 10 pounds of force occasionally, and/or a negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects, including the human body.