Job Description

Job Title: Clerical Duties On The Unit

About UofL Health: UofL Health is a fully integrated regional academic health system with five hospitals, four medical centers, nearly 200 physician practice locations, more than 700 providers, the Frazier Rehab Institute and Brown Cancer Center. With more than 12,000 team membersphysicians, surgeons, nurses, pharmacists and other highly skilled health care professionalsUofL Health is focused on one mission: delivering patient-centered care to each and every patient each and every day.

Job Description

Performs clerical duties on the unit under the direction of the Charge Nurse & Unit Management Personnel. Applies proper and professional communication skills between personnel within the department and other departments in relationship to patient care. Presents a personable and professional attitude to physicians, patients, families, visitors, and co-workers in person and over the phone.

Essential Functions:

• Demonstrates accurate and timely computer skills
• Writes legibly and transcribes communication accurately
• Presents a pleasant, courteous, effective manner with telephone conversations and interactions with others
• Schedules all future surgeries for their unit
• Schedules Off-Site cases for Anesthesia.
• Collects all the case specific instructions form the case information request form
• Collects basic patient demographic information (e.g. name, address, city, state, zip code, and telephone number) and verifies information is correct in Cerner
• Initiates correct patient encounter numbers
• Understands conflict scheduling and takes the necessary steps to avoid errors
• Confirms next day schedule with each office for accuracy, changes, cancellations, and additions
• Ensures the physician has privileges prior to scheduling the procedure
• Collects case specific information (e.g. chief complaint, type of service, date of appointment, name of ordering/ referring physician)
• Maintains knowledge of fellows' and physicians' schedules, special needs and uses information to avoid scheduling conflicts
• Notates special equipment and requests in the comments field to print on the schedule
• Notifies PAT of any time changes for the next day surgeries
• Works with PAT to schedule appointments
• Distributes un-dictated op notes lists
• Makes out pre-ops on inpatients and records everything in Pre-op book and print labels
• Posts the final daily surgery schedule every day between 5:00 and 5:30pm

Other Functions:

• Collects required unit data
• Keeps work area clean and organized
• Orients new personnel in the scheduling office, as needed
• Maintains compliance with all company policies, procedures and standards of conduct
• Complies with HIPAA privacy and security requirements to maintain confidentiality at all times
• Performs other duties as assigned

Job Requirements

Education:

• High school diploma or GED/Equivalent (required)

Experience:

• Previous clerical /computer experience (required)
• Surgery Scheduling experience (preferred)
• Experience with Cerner software systems( preferred)

Licensure:

• N/A

Certification:

• N/A

Job Competency

Knowledge, Skills, and Abilities critical to this role:

• Must have strong relationship building skills and the ability to make and use connections throughout the hospital to complete projects and maintain strong partnerships with other departments
• Must have strong initiative and be able to gather and analyze information skillfully and be able to brainstorm alternative resources and directions.
• Must be able to break down complex tasks into manageable parts in a systematic, detailed way and considers input from several sources
• Must be detail oriented in gathering relevant data while attending to essential details; checks work for accuracy and quality
• Must be able to work independently with minimal supervision
• Must have great flexibility and the ability to continually look for ways to make appropriate adjustments and changes in order to meet to the changing needs of the department

Language Ability:

• Must have ability to read, analyze, and interpret common and industry-related documents
• Must have the ability to respond to common inquiries or complaints from patients, families, staff and the general public
• Must speak clearly and succinctly when speaking on the phone; good phone etiquette
• Must have the ability to interpret an extensive variety of instructions and deliver successful results

Reasoning Ability:

• Must have ability to define problems, collect data, establish facts, and draw valid conclusions
• Must be able to problem-solve by identifying and resolving problems in a timely manner, as well as develop alternative solutions when needed.

Computer Skills:

• Must have strong working knowledge Microsoft Office products, especially Outlook, Word and Excel
• Must be able to type 30 wpm without error
• Must have the capacity to learn other relevant systems and databases, as needed
• Must have working knowledge of hospital approved scheduling module

Additional Responsibilities

Demonstrates a commitment to service, organization values and professionalism through appropriate conduct and demeanor at all times. Maintains confidentiality and protects sensitive data at all times. Adheres to organizational and department specific safety standards and guidelines. Works collaboratively and supports efforts of team members. Demonstrates exceptional customer service and interacts effectively with physicians, patients, residents, visitors, staff and the broader health care community.

UofL Health Core Expectation

At UofL Health, we expect all our employees to live the values of honesty, integrity and compassion and demonstrate these values in their interactions with others and as they deliver excellent patient care by:

• Honoring and caring for the dignity of all persons in mind, body, and spirit
• Ensuring the highest quality of care for those we serve
• Working together as a team to achieve our goals
• Improving continuously by listening, and asking for and responding to feedback
• Seeking new and better ways to meet the needs of those we serve
• Using our resources wisely
• Understanding how each of our roles contributes to the success of UofL Health

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