Clerical Coordinator-Pre- Admit Testing-Full Time- Days

At Houston Methodist the Clerical Coordinator position is responsible for providing administrative support to the department while executing daily operations efficiently and accurately and performing duties of other office staff. In addition to providing oversight of department resources to align with budgetary goals and objectives as appropriate this position is responsible for coordinating projects and work as assigned which may include scheduling and organizing meetings coordinating department activities preparing presentations processing documents e.g. medical records etc. as needed. Additional duties for the Clerical Coordinator position may require considerable experience skill and knowledge of organizations policies and practices operating a personal computer and utilizing software applications for word processing presentations and databases. The Clerical Coordinator position requires the ability to coordinate and complete projects with minimal supervision and must be capable of working independently or as part of a team.

PATIENT AGE GROUP(S) AND POPULATION(S) SERVED
Refer to departmental Scope of Service and Provision of Care plans as applicable for description of primary age groups and populations served by this job for the respective HM entity.

HOUSTON METHODIST EXPERIENCE EXPECTATIONS

• Provide personalized care and service by consistently demonstrating our I CARE values:
  • INTEGRITY: We are honest and ethical in all we say and do.
  • COMPASSION: We embrace the whole person including emotional ethical physical and spiritual needs.
  • ACCOUNTABILITY: We hold ourselves accountable for all our actions.
  • RESPECT: We treat every individual as a person of worth dignity and value.
  • EXCELLENCE: We strive to be the best at what we do and a model for others to emulate.

• Practices the Caring and Serving Model

• Delivers personalized service using HM Service Standards

• Provides for exceptional patient/customer experiences by following our Standards of Practice of always using Positive Language (AIDET Managing Up Key Words)

• Intentionally collaborates with other healthcare professionals involved in patients/customers or employees experiential journeys to ensure strong communication ease of access to information and a seamless experience

• Involves patients (customers) in shift/handoff reports by enabling their participation in their plan of care as applicable to the given job

• Actively supports the organizations vision fulfills the mission and abides by the I CARE values

PEOPLE ESSENTIAL FUNCTIONS

• Serves as preceptor mentor and resource to less experienced staff. Coordinates training to department personnel on required processes for various department tasks e.g. ordering supplies scheduling patient paperwork etc. Collaborates with department staff members to ensure the required resources are available for scheduled meetings and department activities. Coordinates office staff schedules as appropriate to provide daily staff coverage to promote/maintain smooth department operations.

• Identifies anticipates potential customer problems and resolves patient and visitor issues with highest level of customer service professionalism and compassion. Promotes excellent teamwork and department communication. Provides an effective communication link between patient and medical staff assisting patients when needed.

• Role models healthy work relationships such as mitigation of conflict leading problemsolving and resolution efforts. Recommends initiatives to improve department scores for employee engagement.

SERVICE ESSENTIAL FUNCTIONS

• Coordinates and provides routine duties associated with department functions and services e.g. reception scheduling supplies responds to patient/customer requests or flow/office clerical resources preauthorizations etc. Maintains timelines for follow up and prioritization of department projects and tasks.

• Compiles and composes a variety of correspondence department reports and presentations using the appropriate office equipment and software for word processing graphics and spreadsheets.

• Independently completes requests from management for routine changes in department processes e.g. wayfinding physical signs and online systems. Organizes and maintains department files manuals and records to assure ready access to information.

• Establishes a safe and harmonious environment to provide the highest standard of service. Initiates improvement of department/practice for customer service and/or patient satisfaction and/or department key performance indicators.

QUALITY/SAFETY ESSENTIAL FUNCTIONS

• Directs problem definition and resolution activities following managerial review as appropriate. May perform initial investigation and information for internal and external complaints to management. Follows up on action items to ensure completion of assignments ensuring all deadlines are met.

• Protects privacy rights and maintains confidentiality of patient information and computer security codes as well as protects the integrity of privileged information.

• Participates in department quality improvement processes. May assist management to assure Environment of Care rounds are performed. Contributes towards improving department/practice quality and safety scores.

FINANCE ESSENTIAL FUNCTIONS

• Exhibits judicious use of department resources to maximize operational budget. Maintains and reconciles supply levels to ensure compliance with department budget operations while maintaining financial efficiency. Coordinates uses sound judgement and fiscal responsibility processing and resolution of requisitions vouchers purchase orders and capital/project materials as appropriate.

• Selfmotivated to independently manage time effectively and prioritize daily tasks minimizing team incidental overtime. Utilizes time efficiently and helps other team members.

GROWTH/INNOVATION ESSENTIAL FUNCTIONS

• Identifies innovative solutions for process improvement to make processes work better for patients visitors and department.

• Seeks continuous professional development opportunities on topics such as guest relations patients rights and medical issues. Completes and updates the My Development Plan on an ongoing basis. Ensures own career discussions occur with appropriate management.

This job description is not intended to be allinclusive; the employee will also perform other reasonably related business/job duties as assigned. Houston Methodist reserves the right to revise job duties and responsibilities as the need arises.

EDUCATION

• High School diploma or equivalent education (examples include: GED verification of homeschool equivalency partial or full completion of postsecondary education etc.)

WORK EXPERIENCE

• Four years of secretarial clerical support or related experience including oneyear healthcare related experience

LICENSES AND CERTIFICATIONS REQUIRED

• N/A

KNOWLEDGE SKILLS AND ABILITIES

• Demonstrates the skills and competencies necessary to safely perform the assigned job determined through ongoing skills competency assessments and performance evaluations

• Sufficient proficiency in speaking reading and writing the English language necessary to perform the essential functions of this job especially with regard to activities impacting patient or employee safety or security

• Ability to effectively communicate with patients physicians family members and coworkers in a manner consistent with a customer service focus and application of positive language principles

• Conducts self in a professional manner at all times

• Strong analytical skills

• Demonstrates a learning attitude toward solving problems using good reasoning and judgment in a high stress environment

• Welldeveloped skills using independent judgment

• Demonstrates a positive demeanor good verbal and written communication skills and strong multitasking abilities

• Ability to work with peers in a team situation

• Professional handling of exposure to confidential/sensitive information

• Ability to collaborate with management medical staff and employees at all levels within the organization

• Ability to work under pressure and balance many competing priorities

• Proficient with word processing spreadsheet and presentation software

• Knowledge of current software(s) and computer systems relevant to facility management work orders systems required.

• Comprehensive knowledge of physician referral protocol and hospital policies and procedures

SUPPLEMENTAL REQUIREMENTS

WORK ATTIRE

• Uniform No
• Scrubs No
• Business professional Yes
• Other (department approved) Yes

ONCALL*
*Note that employees may be required to be oncall during emergencies (ie. DIsaster Severe Weather Events etc) regardless of selection below.

• On Call* No

TRAVEL**
**Travel specifications may vary by department**

• May require travel within the Houston Metropolitan area Yes
• May require travel outside Houston Metropolitan area No

Since its founding in 1919 Houston Methodist Hospital has earned worldwide recognition. Houston Methodist Hospital is affiliated with the Weill Medical College of Cornell University and New YorkPresbyterian Hospital one of the nations leading centers for medical education and research. In 2020 U.S. News & World ReportnamedHouston Methodist Hospitalto its top ranked Honor Roll for the fourth time and second consecutive year. 2020 also marked the ninth year in a row Houston Methodist Hospital has been named the No. 1 hospital in Texas. Houston Methodist Hospital directs millions of research dollars into patient care and offers the latest innovations in medical surgical and diagnostic techniques. With 952 operating beds 85 operating rooms and over 8000 employees Houston Methodist offers complete care for patients from around the world.

The same highquality care for which Houston Methodist is known is available at several Emergency Care Centers in Houston and the surrounding areas. These Emergency Care Centers house exam rooms full digital radiography suite low radiation dose 16slice CT scan ultrasound and a full onsite stat chemistry lab.