Department Assistant 2 - Medical Records - FT - Day

Schedule:

Full time - 36 hours/week or greater

Shift:

First Shift (Days - Less than 12 hours per shift) (United States of America)

Weekly Work Schedule:

M-F 8-4:30
Job Information
Exemption Status: Non-Exempt

A Brief Overview
Performs complex administrative and clerical duties to ensure the continual functioning of the department. Works collaboratively with communications staff to meet the needs of projects using a variety of skills and procedures. This level of assistant is expected to function with greater autonomy with a higher performance output.

Education Qualifications

• High School Diploma / GED Required
• Bachelor's Degree Preferred

Experience Qualifications

• 3 years Clerical or administrative support experience. Required

Skills and Abilities

• Strong verbal and written communication skills.
• Works well under pressure to meet deadlines.
• Knowledge and proficiency with Microsoft Word, Excel and PowerPoint programs.
• Considering the relative costs and benefits of potential actions to choose the most appropriate one.
• Technical skills to perform data entry, create reports, and manage calendars
• Ability to stay calm and professional in stressful situations.

What you will do

• Works independently and uses initiative and judgement to prioritize tasks and refer matters to the delegated authority. Serves as the department receptionist and a back up for the Release of Information as needed including completion of Mayo eConsults.
• Takes and transcribes meeting minutes, drafts and sends department communications and correspondence. Composes and prepares agendas, notices, and resolutions for meetings.
• Greets applicants, team members and guests, notifying receiving personnel of arrivals. Knowledgeably directs guests to team member that can assist them. Answers phone in a professional manner
• Schedule appointments/meetings, maintains department calendars. Keeps leaders aware of staffing issues, and plans ahead for expected and unexpected time off of staff.
• Works on daily and Wednesday physician letter notifications, daily deficiency review, assists with questions related to queries and deficiency’s from all team members including physicians and nursing and other staff.
• Assists leadership with completing their administrative tasks as necessary, contacts physician offices as needed for incomplete records and related issues in a timely manner as well as assisting the department supervisory personnel when requested
• Works on duplicate MRN's and merging medical records with the ability to research for accuracy and precision as this is the patient’s medical information. Updates the director of duplicate MRN rate on a weekly basis.
• Sorts and distributes incoming mail and inter-dept mail.
• Performs higher level special projects with little oversight.
• Serves as the main contact in HIM and serves as a resource for department team members.
• Provides supply requests as needed, carefully watching for items getting low in stock
• Takes part in the HIM on call rotation schedule to cover outside of normal business hours
• Assists with prepping, scanning, indexing of charts when help is needed
• Accurately performs data entry on various software programs including, but not limited to: Excel, MS Word, and the EMR system.

Required for All Jobs

• Complies with all policies, standards, mandatory training and requirements of Stormont Vail Health
• Performs other duties as assigned

Patient Facing Options

• Position is Not Patient Facing

Remote Work Guidelines

• Workspace is a quiet and distraction-free allowing the ability to comply with all security and privacy standards.
• Stable access to electricity and a minimum of 25mb upload and internet speed.
• Dedicate full attention to the job duties and communication with others during working hours.
• Adhere to break and attendance schedules agreed upon with supervisor.
• Abide by Stormont Vail’s Remote Worker Policy and will review and acknowledge the Remote Work Agreement annually.

Remote Work Capability

• Hybrid

Scope

• No Supervisory Responsibility

Physical Demands

• Balancing: Occasionally 1-3 Hours
• Carrying: Occasionally 1-3 Hours
• Climbing (Ladders): Rarely less than 1 hour
• Climbing (Stairs): Rarely less than 1 hour
• Crawling: Rarely less than 1 hour
• Crouching: Rarely less than 1 hour
• Driving (Automatic): Rarely less than 1 hour
• Driving (Standard): Rarely less than 1 hour
• Eye/Hand/Foot Coor