Staff Secretary

Department: Surgery Clinic-SMS Division: Cardiothoracic Surgery Location: .
Springfield Job Category: Office Support Overview: This individual provides administrative support to the Chief and faculty in the Division of Cardiothoracic Surgery.
This individual supervises the Office Support Specialist and the Medical Office Specialist in the Division of Cardiothoracic Surgery.
C.
S.
Title: Office Manager - Staff Secretary Salary: $19.
97/hour POSITION DESCRIPTION Incumbent: CSN: SMS.
CS.
N5672.
001 FLSA Status: Exempt Classification: Office Manager Date: August 2023 Department/Division: Department of Surgery/Cardiothoracic FUNCTION This individual provides administrative support to the Chief and faculty in the Division of Cardiothoracic Surgery.
This individual supervises the Office Support Specialist and the Medical Office Specialist in the Division of Cardiothoracic Surgery.
ORGANIZATIONAL RELATIONSHIP This individual is responsible to the Chief and faculty of the Division of Cardiothoracic Surgery who report to the Chair of the Department of Surgery who reports to the Dean of the School of Medicine.
With regard to departmental issues, this individual reports to the Office Administrator, who has administrative supervision over clerical staff support and assigns designative duties to such personnel.
The Office Administrator reports to the Health Care Administrator II, who reports to the Assistant to the Chair who reports to the Chair for the Department of Surgery who reports to the Dean of the School of Medicine.
DUTIES AND RESPONSIBILITIES Demonstrates, by actions, commitment to the mission and the behavioral standards of SIU School of Medicine.
Provides excellent service to both internal and external customers through collaboration and partnership; compassion and respect; integrity and accountability; diversity and inclusion; as well as continuous learning and improvement.
The following information is intended to be representative of the work performed by incumbent in this position and is not all-inclusive.
The omission of a specific duty or responsibility will not preclude it from the position if the work is similar, related, or a logical extension of position responsibilities.
I.
Administrative 85% 1.
This individual is responsible for initiating and coordinating office support functions for the Division of Cardiothoracic Surgery including supervision required for the effective implementation of administrative policies of the Department of Surgery and inform personnel of changes or additions to existing procedures and policies .
This position assists in the selection and review of support staff, trains new employees in the procedures of the School of Medicine and Department of Surgery, approves leave time and payroll, prepares and executes support staff evaluations.
Backup division office support personnel for coverage during absences, leave or vacancy.
2.
Maintain an overall awareness of Divisional activities.
Initiate and coordinate support functions required to accomplish the Divisional goals.
3.
Schedule and coordinate faculty calendars for various meetings including hospital administration, divisional/departmental meetings, conference calls, and activities in teaching students and residents, using e- mail to coordinate.
Electronic calendaring is used.
Accurately enter appointments and appearances, make changes as they occur, and notify physician of upcoming events.
4.
Answer and route phone calls, prioritizing accordingly.
These calls include, but are not limited to: contact with patients, physicians (nationally and internationally), administrative and clinical staff, community and phone coverage for other secretaries during lunch hours and other absences as requested.
5.
Manage incoming/outgoing mail.
Rotate with other dept.
office managers in duties such as sorting incoming mail and copy/supply room cleanup.
6.
Compose and/or transcribe complex correspondence.
Type, review and edit memoranda, editorial reviews, manuscripts for research, publication, and/or presentation, confidential medical correspondence and reports for Faculty members and their staff.
Sign documents in doctors’ absence, with their approval.
7.
Monitor and maintain license renewals, membership applications for various associations, societies, and committees, journal subscriptions.
Prepare vouchers and/or utilize procurement card for payment keeping all required documentation.
8.
Coordinate and schedule depositions, type narrative reports, copy records, and forward fee schedule to attorneys, as necessary.
Process legal fee payments.
9.
Make necessary updates to faculty Curriculum Vitae.
10.
Maintain existing files consisting of administrative, personnel, research, manuscript, and reprint files.
Maintain records and files relative to activities of assigned faculty, including licensing, memberships, presentations, journal articles, and medical/surgical lists.
11.
Coordinate travel arrangements and accommodations, verify funding and submit proper requisitions and vouchers for reimbursement for assigned faculty for out-of-town meetings and lectures.
Maintain awareness of fiscal operations and follow State and University guidelines.
12.
Schedule meetings and/or lectures for local, state, national, and international appearances.
Coordinate other activities sponsored by assigned faculty, such as CME symposiums and visiting faculty.
13.
Maintain SIU HealthCare and SIU School of Medicine P-card accounting in accordance with Procurement Card Program Policies and Procedures.
Make purchases in accordance with standard purchasing procedures, verify receipt/delivery of products and/or services, and reconcile monthly statements.
14.
Support faculty research activities as needed.
Access research database in the SIU library as directed by assigned faculty.
15.
Serve as liaison for Division Chief and assigned faculty in communication with other institutions, hospitals, physicians (nationally and internationally), residents, medical students, administrative and clinical staff, companies, outside organizations, and other departments.
16.
Perform computer skills using a variety of sophisticated software applications.
17.
Attend Departmental and Divisional meetings and participate in the implementation of decisions resulting from these meetings.
18.
Coordinate faculty recruitment in the division by scheduling applicant interviews, creating itineraries, making travel arrangements, organizing interview materials, and submitting vouchers for reimbursement.
19.
Manage office supply inventory for Division, Department and/or Research Services.
20.
Collect and prepare monthly time sheets for revenue-generating contracts.
21.
Coordinate Division projects, activities and appointments including: meetings, conferences, interviews, seminars and activities in teaching students and residents, controlling admission of visitors and phone calls for Faculty members.
22.
Notify Surgery Clinic personnel, clerkship coordinator and administrative nurse when the assigned faculty are out of town due to vacations, conferences/business trips, or illness.
Complete physician absence slips and submit to appropriate Department personnel.
23.
Administrative support for other cardiothoracic staff as needed and time allows.
24.
Ensures the efficient and timely performance of Medical Office Special ist; assigning, directing and evaluating their work.
Monitors quality of work and services with regards for accuracy and performance improvement.
Orients and trains Medical Office Specialist.
Performs duties related to HR in accordance to policy for Medical Office Specialist with assigned direct supervision.
Approves schedule, performance evaluations, interviews, hires, terminations and implements corrective action as needed.
25.
Establishes daily priorities in clinic reception area according to workload and patient volume.
Develops, implements, and supervises clinic systems and procedures that ensure smooth, efficient, high quality functioning/operations.
26.
Counsels and provides assistance to patients regarding account status, financial policies and procedures.
27.
Provides support to providers, nurses, and patients to ensure quality and efficient patient processing and care.
Keeps physicians abreast of special problem or needs of the patients.
28.
Ensures implementation of departmental rules, policies and procedures; recommends revisions.
29.
Interprets and explains billing, hospital, and/or departmental policies and procedures to patients, staff and providers.
30.
Serves as liaison within the Department of Surgery, as well as other Departments within the School as it relates to the reception area.
31.
Serves on Department committees and School committees as a resource for implementing new procedures.
CLINICAL 15% 1.
Receive and handle patient calls of a sensitive, confidential and/or complex nature.
Properly route calls to insurance billing/personnel, appointment/reception group, nurse group, resident, or physician.
Send and receive patient reports via fax to/from hospitals, other physicians, and health care facilities and distribute appropriately.
2.
Send communications to referring physicians following operative procedures.
3.
Process and send patient documents to TouchWorks Scanning to be scanned into electronic health records.
4.
Participates in staff meetings and/or conferences as requested.
2 5.
Ensures clinic reception areas are organized, clean, and neat and professional.
6.
Ensures excellent public relations by all employees in the clinics.
Ensures patient’s needs are met and treated with respect.
Complies with Patient’s Rights Laws.
7.
Ensures clinic office equipment is functioning properly and has repairs completed as needed.
8.
Handles and/or directs business correspondence for clinics.
9.
Consults administrators with concerns and recommends corrective actions or solutions.
10.
Performs other duties as assigned.
SKILLS AND ABILITIES NEEDED FOR POSITION:  Sensitive to the needs of underrepresented minority populations.
 Self-starting and self-directed.
 Precision and accuracy in performance of duties.
 Prioritizing multiple job assignments while maintaining productivity, despite frequent interruptions.
 Ability to meet firm deadlines in completing special projects while still maintaining a stable balance in completing routine work assignments.
 Confidentiality, resourcefulness, and genuine interest in quality of patient care are desirable characteristics of this individual.
 Familiarity with medical terminology, knowledge of Microsoft Word, and the SIU patient information system is essential.
 Initiative, organization, flexibility, and independent decision making.
 Ability to lead, direct, and supervise support staff.
 Knowledge of various clinic departmental services.
 Excellent interpersonal skills.
 Ability to problem solve.
 Knowledge of clinic registration and billing procedures.
 Knowledge of third party reimbursement, disability claim forms, and insurance billing regulations.
 Ability to interpret policies, procedures, and guidelines.
RESPONSIBILITIY I.
Supervisory Controls – The individual in this position is expected to function and perform duties with minimal supervision.
II.
Guidelines – Guidance for this position will usually be in the form of verbal or written directives from faculty, and the Office Admnistrator.
Other guidelines to be followed by the employee, include rules, regulations, manuals, procedures, prescribed work practices, principles, policies or other written instructions or methods, include, but are not limited to the SIU SOM Procurement Card Program Policies and Procedures, SIU SOM Behavioral Standards, SIU SOM Know Before You Go Travel Manual, HIPAA Laws, SIU HC Electronic Chart Confidentiality Policies & Audit Controls, State and University guidelines for fiscal operations.
This individual should be able to think through problems carefully and logically, and should be able to function with minimal direct supervision.
DIFFICULTY I.
Complexity - Many of the tasks depend on the knowledge and skill of the person in this position.
This position must represent the faculty, divisions, department, and School of Medicine to the public in a helpful and acceptable manner.
Personal contacts especially are important in the ability to relate to residents, students, faculty, as well as peers, and are a requirement for success.
II.
Scope and Effect - This job affects the smooth operation of the Cardiothoracic division and the Department of Surgery.
Accurate and timely decision-making and preparations on the part of this individual are essential.
PERSONAL CONTACTS This individual has contact with various personnel throughout SIU School of Medicine, medical students, residents, patients, potential residency applicants, employees in private physicians' offices, hospital personnel, the Visiting Nurse Association, and with various physicians and other medical professionals nationally and internationally.
This individual will relate to patients, staff, and providers; all levels of private, public and professional people; via face-to- face and in written communication.
ENVIRONMENTAL, HEALTH, AND SAFETY RESPONSIBLITIES 3 Participates in meetings, trainings and other environmental, health and safety activit ies as required by SIU School of Medicine.
WORKING CONDITIONS See attached Physical and Environmental Requirements form.
COMMENTS This position demands a high level of confidentiality due to easy accessibility of patient medical record information.
Violation of this confidence in any manner will result in immediate dismissal.
A signature and statement explaining the need for adherence to a code of professional ethics with regard to the respect of the confidential nature of the information being handled is a condition of employment.
INCUMBENT: DATE _____ REVIEWED BY: DATE Immediate Supervisor DATE Assistant to Chair 4 PHYSICAL AND ENVIRONMENTAL REQUIREMENTS SIU SCHOOL OF MEDICINE Incumbent: Classification: Office Manager Position No.
(If applicable): SMS.
CS.
N5672.
001 Department: Surgery-SMS WORK ENVIRONMENT: (Check all applicable environments) ✖ Office Hospital Clinic Warehouse Research Laboratory Outdoors Other (Be Specific): PHYSICAL DEMANDS: Seldom Occasionally Frequently Constantly N/A (Indicate frequency of activity during (Performed rarely less (Performed less than (Performed 26% to 50% of the time) (Performed 51% or most of the time) performance of position duties) than 2% of the time) 25% of the time) (Click on the Physical Demands Definitions button at the bottom of the form for a list of physical demands definitions) Reading Writing Speaking Close visual acuity Travel Hearing - Conversation Hearing - Other Sounds Stooping Squatting Gross hand manipulation Fine hand manipulation Working in dust, fumes, gases, or irritants Working at heights Working in extreme cold, heat and/or humidity Working in close quarters Climbing Operating motor vehicles Sitting Standing Walking Working above shoulder level Twisting Kneeling Pushing or pulling 5 - 10 lbs.
Carrying 10 - 20 lbs.
Lifting 10 - 20 lbs.
Other (Please list): I affirm the environmental and physical demands listed on this form are an accurate reflection of the I have read, understand and am capable of meeting the physical and requirements of this position to the best of my knowledge and belief.
environmental demands of this position.
Cassandra Veach Supervisor Signature Date Supervisor Name Employee Signature Date HR-0195S Page 1 of 1 01/10