The Chickasaw Nation
Surgery Center Unit Clerk/Administrative Assistant
The Chickasaw Nation, Ada, Oklahoma, us, 74821
We are currently looking for a Full Time Surgery Center Unit Clerk/Administrative Assistant to join our Surgery Center Team located at the Chickasaw Nation Medical Center working 7:00AM-3:00PM - Mo Tu We Th Fr.
Summary:
Provides front desk support by checking patients in to their Surgery Center experience that allows the pre-op nurses to know the patient has arrived and is ready to begin their Surgery stay. Gives patients arrival times for their procedures. Is the first contact the patient sees and talks to in the Surgery Center. Provides administrative assistant duties for Surgery Center Manager and Assistant Manager.
Responsibilities: * Serves as a patient advocate * Maintains confidentiality, security, and integrity of data and information in accordance with HIPAA regulations * Treats patients, visitors, and staff courteously and professionally * Treats all customers, vendors, and other employees of CNDH with respect and maintains a cooperative attitude to facilitate quality patient care * Adheres to Chickasaw Nation Department of Health safety practices, policies and procedures, department specific practices, and practices based upon industry standards/requirements according to AORN, ASPAN, OSHA, CDC, and FDA * Provides a safe environment for patients, staff, and visitors by the reduction and control of environmental hazards and risks, and the prevention of accidents and injuries * Promotes change and growth within the surgery center, while serving as a role model of professional behavior * Serves as receptionist by greeting patients, visitors, and staff courteously, professionally, and promptly * Treats all customers with respect and maintains a cooperative attitude with other employees to facilitate quality patient care * Handles all incoming telephone calls and transfers or takes messages accordingly * Checks patients into Surgery Center medical record system and ensures family tracking board is updated and in working order * Schedules patient in the absence of the Surgery Scheduler in the Surgery Center medical record system as needed or via downtown forms if needed * Prints off necessary information from Surgery Center medical record to place on physical chart, if or when needed * Prepares patient records both prior to and upon patient arrival * Orders and maintains appropriate par level of supplies and forms * Prepares and maintains the surgery schedule in an accurate and timely manner * Collects data, prepares, and submits the monthly and other statistical reporting under the direction of the Surgery Center Manager * Manages and operates office equipment correctly and safely * Exhibits prompt arrival to duty and follows employee code of conduct policy * Prepares, participates, and provides meeting minutes, agenda creations, and distribution of documents for meetings * Schedules staff meetings, conferences, and events * Maintains management's calendar of appointments and staff meetings * Creates and submits requisitions according to departmental needs * Assists with timekeeping in the time management system as needed * Routes, logs, distributes incoming and outgoing mail * Assists with and coordinates all aspects of travel arrangements * Provides first class customer service - courteous and helpful to all internal and external customer types - Answers questions in a courteous and professional manner - Greets and engages with a smile - Determines needs, seeks positive experience and outcomes * Completes all training and development requirements and participates in continuing education opportunities * Works in a collaborative and supportive manner to support the productivity and safety of the work area, team members and customers of all types - Maintains general upkeep of work area and maintains a safe environment - Maintains and promotes professionalism - Punctual and consistent in meeting start time, work schedule, attendance and other assigned work time metrics - Adheres to Chickasaw Nation dress code standards * Performs all other duties as assigned
Competencies: Essential: * Ability to demonstrate ingenuity in problem solving * Able to follow instructions, both written and oral * Able to adhere to all scheduling and attendance requirements * Resolves conflicts among personnel, projects and schedules * Must be able to exert analytical and critical thinking skill * Honesty, truthfulness, reliability, accountability * Able to read, understand, apply, and retain knowledge of Chickasaw Nation, departmental, divisional and all other rules, regulations, policies, procedures and guidelines * Possess basic knowledge of medical terminology * Knowledge of relevant privacy regulations such as The Privacy Act, Freedom of Information Act and Health Insurance Portability and Accountability Act (HIPAA) * Knowledge and understanding of First American populations * Must be proficient in the use of electronic health record keeping systems * Basic knowledge and usage of grammar, spelling, and punctuation * Demonstrates effective oral and written communication * Ability to multitask * Able to verbally communicate in a professional and positive manner with other team members, departments, guests and management
Skills: Essential: * Intermediate skill using Microsoft Office products * Must have good negotiation skills * Must be able to operate a computer and/or other equipment related to specific role (i.e. automated currency counters, calculator, projector, binding machine, other related office equipment) * Excellent Phone Skills * Accurate typing and/or data entry skills
Experience:
Nonessential: * 1 year directly related experience
Education: Essential: * High School, GED or Equivalent
Essential: * Previous surgical experience and administrative assistant training required
Credentials: Essential: * Pass general background check * Basic Life Support (BLS)
Essential: * Must obtain BLS certification by completion of onboarding
Working Conditions: Essential: * Works in a hospital or clinic environment * Sitting up to 100% of shift * Standing up to 50% of shift * Walking up to 50% of shift * Frequently bend, kneel, stoop, push, reach * Sometimes lift and or carry up to 50 lbs * Manual dexterity * Visual acuity for detail, distance, color, depth perception * Listening and hearing ability * Potential exposure to contagious diseases * May be required to assist individuals with unmanaged emotions * Must be flexible with work schedule * Stressful environment due to any or a combination of deadlines, pressures, multiple tasks, lines of communication, risks, speed of operations, etc. * Hand-eye coordination, reach and grasp * May be required to assist individuals who are hostile, agitated or under the influence * Pass pre-employment drug test
Summary:
Provides front desk support by checking patients in to their Surgery Center experience that allows the pre-op nurses to know the patient has arrived and is ready to begin their Surgery stay. Gives patients arrival times for their procedures. Is the first contact the patient sees and talks to in the Surgery Center. Provides administrative assistant duties for Surgery Center Manager and Assistant Manager.
Responsibilities: * Serves as a patient advocate * Maintains confidentiality, security, and integrity of data and information in accordance with HIPAA regulations * Treats patients, visitors, and staff courteously and professionally * Treats all customers, vendors, and other employees of CNDH with respect and maintains a cooperative attitude to facilitate quality patient care * Adheres to Chickasaw Nation Department of Health safety practices, policies and procedures, department specific practices, and practices based upon industry standards/requirements according to AORN, ASPAN, OSHA, CDC, and FDA * Provides a safe environment for patients, staff, and visitors by the reduction and control of environmental hazards and risks, and the prevention of accidents and injuries * Promotes change and growth within the surgery center, while serving as a role model of professional behavior * Serves as receptionist by greeting patients, visitors, and staff courteously, professionally, and promptly * Treats all customers with respect and maintains a cooperative attitude with other employees to facilitate quality patient care * Handles all incoming telephone calls and transfers or takes messages accordingly * Checks patients into Surgery Center medical record system and ensures family tracking board is updated and in working order * Schedules patient in the absence of the Surgery Scheduler in the Surgery Center medical record system as needed or via downtown forms if needed * Prints off necessary information from Surgery Center medical record to place on physical chart, if or when needed * Prepares patient records both prior to and upon patient arrival * Orders and maintains appropriate par level of supplies and forms * Prepares and maintains the surgery schedule in an accurate and timely manner * Collects data, prepares, and submits the monthly and other statistical reporting under the direction of the Surgery Center Manager * Manages and operates office equipment correctly and safely * Exhibits prompt arrival to duty and follows employee code of conduct policy * Prepares, participates, and provides meeting minutes, agenda creations, and distribution of documents for meetings * Schedules staff meetings, conferences, and events * Maintains management's calendar of appointments and staff meetings * Creates and submits requisitions according to departmental needs * Assists with timekeeping in the time management system as needed * Routes, logs, distributes incoming and outgoing mail * Assists with and coordinates all aspects of travel arrangements * Provides first class customer service - courteous and helpful to all internal and external customer types - Answers questions in a courteous and professional manner - Greets and engages with a smile - Determines needs, seeks positive experience and outcomes * Completes all training and development requirements and participates in continuing education opportunities * Works in a collaborative and supportive manner to support the productivity and safety of the work area, team members and customers of all types - Maintains general upkeep of work area and maintains a safe environment - Maintains and promotes professionalism - Punctual and consistent in meeting start time, work schedule, attendance and other assigned work time metrics - Adheres to Chickasaw Nation dress code standards * Performs all other duties as assigned
Competencies: Essential: * Ability to demonstrate ingenuity in problem solving * Able to follow instructions, both written and oral * Able to adhere to all scheduling and attendance requirements * Resolves conflicts among personnel, projects and schedules * Must be able to exert analytical and critical thinking skill * Honesty, truthfulness, reliability, accountability * Able to read, understand, apply, and retain knowledge of Chickasaw Nation, departmental, divisional and all other rules, regulations, policies, procedures and guidelines * Possess basic knowledge of medical terminology * Knowledge of relevant privacy regulations such as The Privacy Act, Freedom of Information Act and Health Insurance Portability and Accountability Act (HIPAA) * Knowledge and understanding of First American populations * Must be proficient in the use of electronic health record keeping systems * Basic knowledge and usage of grammar, spelling, and punctuation * Demonstrates effective oral and written communication * Ability to multitask * Able to verbally communicate in a professional and positive manner with other team members, departments, guests and management
Skills: Essential: * Intermediate skill using Microsoft Office products * Must have good negotiation skills * Must be able to operate a computer and/or other equipment related to specific role (i.e. automated currency counters, calculator, projector, binding machine, other related office equipment) * Excellent Phone Skills * Accurate typing and/or data entry skills
Experience:
Nonessential: * 1 year directly related experience
Education: Essential: * High School, GED or Equivalent
Essential: * Previous surgical experience and administrative assistant training required
Credentials: Essential: * Pass general background check * Basic Life Support (BLS)
Essential: * Must obtain BLS certification by completion of onboarding
Working Conditions: Essential: * Works in a hospital or clinic environment * Sitting up to 100% of shift * Standing up to 50% of shift * Walking up to 50% of shift * Frequently bend, kneel, stoop, push, reach * Sometimes lift and or carry up to 50 lbs * Manual dexterity * Visual acuity for detail, distance, color, depth perception * Listening and hearing ability * Potential exposure to contagious diseases * May be required to assist individuals with unmanaged emotions * Must be flexible with work schedule * Stressful environment due to any or a combination of deadlines, pressures, multiple tasks, lines of communication, risks, speed of operations, etc. * Hand-eye coordination, reach and grasp * May be required to assist individuals who are hostile, agitated or under the influence * Pass pre-employment drug test