Administrative Associate

Job Type: RegularTime Type: Part timeWork Shift: Day (United States of America)FLSA Status: Non-ExemptWhen you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.Contributes to the Hospital’s mission by providing clerical support to the patient care units, keeping the patient care team informed by maintaining accurate and timely electronic medical records and acting as the unit coordinator as it pertains to non-clinical issues. This busy administrative support position will have an impact on patient care and patient and family member satisfaction by fielding requests and information to the patient care team and family members, providing the administrative support to ensure expedient patient throughput and acting as a central resource of the patient medical record.Job Description:QUALIFICATIONSEducation:Required: High School Diploma or equivalentExperience:Preferred: At least one year of previous work experience in an administrative support role.Other Skills/Knowledge:Required:

Basic computer knowledge.

Excellent communication and customer service skills.

For safety and quality reasons, must be able to read, write and communicate effectively in English with patients, visitors and fellow members of the hospital team.

Preferred: Knowledge of basic medical terminologyLICENSES, REGISTRATIONS, CERTIFICATIONS : N/ALIFE SUPPORT CERTIFICATION REQUIRED: N/APOPULATION SPECIFIC REQUIREMENTS: N/AOTHER JOB REQUIREMENTS:On-call: N/ASchedule requirements: Holiday rotation is required.Travel requirements: May be asked to cover other units to meet business and patient needs.REPORTING RELATIONSHIPS:

Reports to Nurse Manager

Not responsible for supervising the work of others.

JOB FUNCTIONSConsistent with the WE CARE principles and inherent in a hospital environment, employees must be flexible in meeting patients’ and the Hospital’s needs. While the list below describes the primary functions of this job, all employees at Winchester Hospital need to recognize that an essential element of their job is the ability to respond to unanticipated and/or changing situations. This may result in assuming responsibilities or tasks, which are not on this list.As part of the Patient Care Services team, this position performs the following functions, often simultaneously:

Provides the administrative support for the unit and staff so the patient care team can concentrate on providing superior patient care.

Answers the phone for the unit, answering questions, directing calls to other team members and /or taking messages and expediently passing on information.

Greets patients, visitors, volunteers, clergy and interdisciplinary staff members. Answers questions, signs forms and/or directs the individual or question as appropriate to ensure efficient unit flow and patient/family member satisfaction.

Processes physician and other orders utilizing the electronic medical record and manual orders. Monitors orders throughout shift and notifies nursing staff promptly of stat and other pertinent issues. Questions unclear orders and seeks clarification from the nursing and medical staff.

Receives admittance information. Communicates expediently to the nursing staff to start the patient placement process and ensures the room is available for the patient. Assembles a medical chart for the patient.

Maintains accurate and complete medical charts for the patients, including the forms necessary for daily use. Copies and faxes paperwork as necessary to expedite the patient care process among the hospital departments and outside sources if appropriate.

Pages and contacts physicians for consults. Schedules tests and other diagnostic services with other hospital departments and off-site providers. Arranges ambulances and transport services. Follows through on orders for medical equipment and other non-medication needs.

Prepares the patient record for discharge. Reviews the medical record and advises the nursing staff if forms are needed prior to discharge. Disassembles medical chart according to Health Information Management Department standards.

Prioritizes functions based on emergency situations.

Completes administrative/secretarial tasks in support of the nurse manager and the department, which may include but is not limited to data entry, simple letter typing, simple spreadsheet creation, other typing needs, minute taking, and sorting and triaging mail.

Files. Ensures the unit has an adequate supply of various required forms.

Maintaining an adequate inventory of non-medical supplies for the unit. Oversees the office equipment and addresses equipment problems timely to maximize the unit’s efficiency.

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment. Learn more (https://www.bilh.org/newsroom/bilh-to-require-covid-19-influenza-vaccines-for-all-clinicians-staff-by-oct-31) about this requirement.More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger.Equal Opportunity Employer/Veterans/Disabled