Administrative Coordinator - Main Kidney Transplant - Full Time - Days

Manages the department of Kidney Transplant by performing secretarial and administrative duties. Provides support to The Kidney Transplant Department staff, Social Work, Physicians, and customers.

Office Management- Responsible for the daily management of the transplant office and department through secretarial support and organization of schedules.

1) Greets visitors as they enter the department and directs them accordingly.

2) Answers phone calls to the department and directs the call appropriately.

3) Opens sorts and delivers mail to the appropriate person.

4)  Delivers outgoing mail to the mail room daily.

5)  Faxes documents as requested by team.

6)  Maintains office equipment (fax, copier) and calls for repairs.

7) Schedules meetings for department. Reserves meeting rooms and assures that rooms have needed equipment and refreshments.

8) Maintains transplant calendar in Outlook.

9) Keeps transplant office organized, efficient and clean to allow a welcoming atmosphere for visitors.

 

Clerical – Provides clerical support within the department by typing, filing, photocopying and other related tasks.

1) Prepares and types agenda’s, reports and related materials for staff, departmental and committee meetings.

2)  Typing and filing for department as indicated.

3)  Prepares updated contact information for transplant staff as needed (ie dialysis centers, doctor list etc)

4) Attends and takes minutes for transplant forum and other department meetings. Minutes are completed in a timely manner.

5) Types and prepares patient and physician letters.

6) Scans documents into EMR.

7) Completes order forms for print shop, purchase requests and Lawson.

8) Makes photocopies for transplant team as indicated.

9) Completes 2728 forms and obtains physician signature. These regulatory forms are completed on all transplant patients and sent to Medicare for appropriate patient benefits

10) Keeps excel files for kidney transplant patients accurate and up to date. 

11) Maintains shared drive for kidney transplant.

12) Removes old charts from department files, logs them and sends them to off site storage as needed.

13) Keeps conference rooms stocked with educational information for patients.

14) Assist department with Performance Improvement tracking and reports as needed.

15) Works with QAPI Coordinator to complete minutes and meeting presentations and required.

16) Assist staff with IT needs as needed. Examples SARF forms, help desk tickets and follow-up

17) Assist manager with annual peer reviews and evaluation process by sending out evaluations to employees for completion and putting report together for manager.

18) Completes department on call schedule monthly and posts. Sends copy to team members including surgeons. 

19) Uploads patient photos into EPIC

 

Finance- Takes financial responsibility and accountability in relation to assigned tasks as indicated. 

1) Assures monthly time studies are completed and sent to finance / compliance monthly

2) Orders office supplies for department 

3) Initiates and prepares check requests and obtain manager’s signature

4) Orders educational material as requested.

5)  Reviews and verifies Hoxworth invoices for accuracy before obtaining manager’s signature.

6) Types time sheets for medical and surgical director. Sends time sheets to physicians for review and signature and then submits to manager for approval. Once approved e-mails compliance signed time sheets. Signed copy is returned to manager for files. 

 

Other Department responsibility- Participates in departmental standards and expectations.

1) Attends 90% of transplant forum meetings.

2) Attends 90% of staff meetings.

3) Supports self and peers in professional growth and development utilizing resources and opportunities within and outside of The Christ Hospital

4) Completes all educational requirements to maintain competency related to specific population of patients and / or regulatory agencies (Healthstream education 100% on time completion and attendance for annual education