Scheduling Secretary Job at St. Luke's in Duluth

Summary

The Scheduling Secretary, under the direction of the Clinic Manager, is responsible for creating and distributing initial and revised work schedules for Urgent Care Physicians and the staff. Processes Urgent Care statistics and time cards for urgent care Physicians. Assists Clinic Managers with support staff vacancies at sites within the Clinic Division and arranges coverage for absences. Performs other related duties.

The Scheduling Secretary is an integral member of the team that supports quality patient care. This position works collaboratively with management, Physicians and ancillary staff and routinely follows accepted safety practices.

Minimum Qualifications

• Education: Successful completion of approved verifiable secretarial course
• Experience: Scheduling and customer service experience. One (1) year general secretarial office experience
• Licensure/Certification/Registration: N/A

Preferred Qualifications

• Education: N/A
• Experience: Health care secretarial experience preferred.
• Licensure/Certification/Registration: N/A

Knowledge, Skills and Abilities

• Knowledge of basic communication skills, computerized office applications, customer relations principles, telephone answering, scheduling of staff. Ability to establish and maintain empathic, respectful and positive customer relations behaviors and to effectively communicate with clinic Physicians, management and support staff, both in telephone and in person. Ability to present and maintain a professional image and demeanor and to tactfully negotiate scheduling needs. Ability to exercise discretion and to make staffing decisions accordingly and reasonably. Ability to work independently with minimal supervision. Ability to prioritize and complete tasks in a timely manner with attention to detail and accuracy. Ability to write legibly, see, hear, read, speak English.
• Reading - Intermediate: Ability to read and interpret documents such as operating and maintenance instructions and procedure manuals.
• Writing - Intermediate: Ability to write routine reports, correspondence, or procedures.
• Speaking - Intermediate: Ability to effectively present information in one-on-one, small group situations or before groups of customers, clients, and other employees of the organization.
• Mathematical Skills - Basic: Ability to add and subtract two-digit numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume, and distance.
• Reasoning Ability - Intermediate: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Physical Demands and Environment

• Physical Demands:
  • Able to walk, bend, reach, sit for four (4) to eight (8) hours, lift objects up to twenty-five (25) pounds in weight.
  • Stand - Occasionally Under 1/3 (1-2.5 hours)
  • Walk - Occasionally Under 1/3 (1-2.5 hours)
  • Sit - Continuously Over 2/3 (5.5 – 8 hours)
  • Use hands to finger, handle, or feel - Continuously Over 2/3 (5.5 – 8 hours)
  • Reach with hands and arms - Occasionally Under 1/3 (1-2.5 hours)
  • Stoop, Squat, Kneel, or Crouch - Occasionally Under 1/3 (1-2.5 hours)
  • Bending-repetitive forward - Occasionally Under 1/3 (1-2.5 hours)
  • Talk or hear - Continuously Over 2/3 (5.5 – 8 hours)
• Lifting Requirements:
  • Up to 10 pounds - Frequently 1/3 to 2/3 (2.5 – 5.5 hours)
  • Up to 25 pounds - Occasionally Under 1/3 (1-2.5 hours)
• Work Environment: Typical Noise Level - Moderate noise (examples: business office with computers and printers, light traffic)
• Working Conditions: Works in a normal office environment in a Physician clinic setting