Two years of data processing experience are required.
The ability to communicate in English verbally and in writing is required.
The ability to comprehend and communicate complex verbal information in English with staff and customers is required.
The ability to summarize and communicate moderately complex information in varied written formats is required.
Advanced proficiency with Microsoft applications, which may include Outlook, Word, Excel, PowerPoint, Access, and web-based applications, is required.
The ability to organize and prioritize workload, manage processes, analyze information, solve problems, and manage supplies and inventory is required.
The ability to use standard concepts, practices, procedures, and policies in varied situations is required.
The ability to work collaboratively in small teams and provide professional customer service is required.
The ability to maintain confidentiality, follow organizational policies, and comply with regulatory, fire, safety, and infection-control requirements is required.
Responsibilities
Provide administrative and office support for Facilities Management functions and other organizational functions.
Interact with employees, vendors, and others to provide and process information about Facilities Management operations.
Provide word-processing support and assist with departmental policies and plans for the electronic document management system.
Prepare and modify correspondence, reports, memoranda, emails, and other documents.
Assist with meeting agendas, compile and distribute meeting minutes, and transcribe minutes as needed.
Create and maintain a systematic, retrievable system for required regulatory and accreditation documents.
Compile and submit physical-environment quality measurement data reports and corrective action plans to Quality Management and Accreditation departments.
Support and track Facilities Management maintenance requests.
Assist the Director with Emergency Operations Planning.
Schedule vendors to support compliance with standards and necessary repairs.
Maintain written and electronic records demonstrating compliance with standards.
Participate in committees, research, special projects, continuous quality improvement activities, and educational workshops.
Follow precedents and procedures, set priorities, organize work, and make recommendations for moderately complex problems.
Complete required in-services, competency evaluations, annual educational requirements, and department training.
Greet visitors and maintain professional communication with employees, visitors, vendors, and other departments.
Comply with applicable federal, state, and local laws, regulations, and organizational policies.
Use role-based electronic protected health information systems access only as necessary to perform job functions.
Desired Qualifications
Coursework or other appropriate trades training is desirable.
Hospital or medical information systems experience is preferred.
Experience with healthcare accreditation policies and procedures, including Centers for Medicare & Medicaid Services, DNV, or The Joint Commission, is a plus.
Additional spoken languages are desirable.
Description
JOB SUMMARY:
Under the direction of the Director of Facilities Management, provides administrative support services to facilitate compliance to regulatory and accreditation body standards. Performs a wide range of administrative and office support activities for Facilities Management functions and/or other HAMC functions to facilitate the efficient operation of the organization.
GENERAL REQUIREMENTS:
Performs all job responsibilities in alignment with the mission and vision of the organization.
Performs other duties as required and completes all job functions as per departmental policies and procedures.
Maintains current knowledge in present areas of responsibility (i.e., self-education, attends ongoing educational programs).
Attends staff meetings and completes mandatory in-services and requirements and competency evaluations on time.
Wears protective clothing and equipment as appropriate.
Ability to comprehend and communicate complex verbal information in English with staff and customers.
Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint, Access and/or other web-based applications. May produce complex documents, perform analysis, and maintain databases.
Ability to summarize and communicate in English moderately complex information in varied written formats to internal and external customers.
Exceptional time-management, planning, and administrative skills.
Ability to organize and prioritize workload.
Demonstrate high level of diplomacy, sound judgment, and discretion when dealing with others, volunteers, and community professionals.
High degree of energy, self-motivation, and flexibility.
Ability to demonstrate full working knowledge of standard concepts, practices, procedures, and policies with the ability to use them in varied situations.
Ability to work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members.
Ability to provide a high level of customer service to visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations.
WORKING CONDITIONS:
Work requires close attention to task for work to be accurately completed. Intermitted breaks during the workday do not compromise the work.
Work is varied every day and the employee needs to be adaptable to respond to these changes and use independent judgment and manage priorities.
General environment: Works in a well-lighted, air-conditioned area, with moderate noise levels.
May be exposed to high noise levels and bright lights.
May be exposed to limited hazardous substances or body fluids, or infectious organisms.
May be required to change from one task to another or different nature without loss of efficiency or composure.
Periods of high stress and fluctuating workloads may occur.
May be scheduled as needed including overtime.
No substantial exposure to adverse environmental conditions
PHYSICAL REQUIREMENTS & DEMANDS:
Have near normal hearing: Hear alarms/telephone/normal speaking voice.
Have near normal vision: Clarity of vision (both near and far), ability to distinguish colors.
Have good manual dexterity.
Have good eye-hand foot coordination.
Ability to perform repetitive tasks/motion.
Requiring exerting 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally.
Continuously within shift (67-100%): Standing, Walking.
Frequently within shift (34-66%): Bending/Stooping, Pushing/Pulling, Lift/carry up to 10lbs, Lift/carry greater than 10 lbs. with assistance.
Occasionally within shift (1-33%): Sitting, Climbing, Twist at waist, Lift/Carry greater than 50 lbs. with assistance, Reaching above shoulder.
MISSION STATEMENT:
QUALITY HEALTHCARE: In our continuing effort to enhance the quality of life for the communities we serve, the Hospital Authority of Miller County is committed to the delivery of superior, safe, cost-effective healthcare through the provisions of education prevention, diagnosis and treatment.
JOB SPECIFIC COMPETENCIES:
Interacts with employees, vendors and others to provide and process information in response to inquiries and concerns related to Facilities Management operations.
Provides Facilities Management with word processing support and assists with departmental policies and plans for the electronic document management system.
Prepares and modifies documents including correspondence, reports, memos and emails.
Assists with meeting agendas, compiles, transcribes, and distributes meeting minutes.
Assists Facilities Management in the creation and maintenance of a systematic tracking and retrievable system for the storage and maintenance of the required regulatory and accreditation documents.
Assists with the compilation and submission of physical environment quality measurement data reports and corrective action plans to the Quality Management and Accreditation departments within the hospital and nursing home.
Provides support for Facilities Management maintenance requests and tracking.
Assists Director in fulfillment of Emergency Operation Planning for the organization.
Maintains professional and technical knowledge by attending educational workshops.
May perform other assigned duties as position evolves or as needs are identified by CEO.
Assists with scheduling of vendors to ensure compliance with standards and necessary repairs.
Maintains written and electronic records demonstrating compliance with standards.
Participates in committees, research and special projects.
Follows precedents and procedures. May set priorities and organize work within general guidelines. Seeks assistance when confronted with difficult and/or unpredictable situations. Work progress is monitored by supervisor/manager.
Addresses problems that are varied, requiring analysis or interpretation of the situation using direct observation, knowledge and skills based on general precedents.
Makes decisions that are guided by general instructions and practices requiring some interpretation. May make recommendations for solving problems of moderate complexity and importance.
PROFESSIONAL REQUIREMENTS:
Follows Code of Conduct policy.
Adheres to dress code; appearance is neat and clean.
Completes annual educational requirements.
Maintains regulatory requirements.
Maintains patient confidentiality at all times.
Reports to work on time and as scheduled; completes work within designated time.
Wears identification when on duty; uses computerized time clock system correctly.
Completes in-services and returns in a timely fashion.
Attends annual review and/or skills fair and department in-services, as scheduled.
Attempts to end conversations and other interactions in a positive manner; leaves others with a good impression of the Hospital Authority of Miller County and its employees.
Complies with all organizational policies regarding ethical business practices.
Communicates the mission statement of the organization.
Ensures compliance with policies and procedures regarding department operations, fire, safety, and infection control.
Participates in the department’s continuous quality improvement (CQI) activities.
GUEST RELATIONS STANDARDS:
(All guest relation violations are subject to disciplinary action up to and including termination):
Always treat others in a friendly, helpful manner.
Refers co-workers to proper sources when unable to provide an answer.
Interacts with others in a professional and friendly manner.
Takes interest in others and always gives full cooperation to fellow workers.
Always maintains an open line of communication with other departments.
Thoroughly familiar with the hospital and the services it offers.
Greets visitors immediately upon entry to the department/facility.
Always presents a positive image when greeting visitors in the department; remains friendly and cooperative under all conditions.
OTHER:
Responsibility to Report: It is the responsibility of every employee of HAMC to comply with federal, state and local laws and regulations, as well as, HAMC Policies and Procedures. Every employee is help accountable to participate in, comply with and report concerns to his or her supervisor or the Compliance Officer if illegal or unethical behavior is suspected.
As an employee of HAMC, you have been granted user access to applicable ePHI systems based on your position. This user or role-based access is intended to give you the minimum necessary access to perform your job function(s) only and should be used only as applicable.
OTHER DUTIES:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Requirements
EDUCATION, CREDENTIALS & EXPERIENCE REQUIREMENTS:
Must have High School diploma or GED. Course work or other appropriate trades training is desirable.
Two (2) years data processing experience required
Hospital or medical information systems experience preferred.
Experience with healthcare accreditation (CMS, DNV, Joint Commission) policies and procedures a plus
Able to communicate in English, both verbally and in writing.