Care Management Secretary

Serves as the Secretary to the Care Management Department (8001)

and the Clinical Directors of Adult Health/Care Management (8001) and Women and

Children's Health/Care Management (8003).


• JOB RELATIONSHIPS:

A. REPORTS TO: The Director of Adult Health and Care Management Services.

B. SUPERVISES: None

C. INTERRELATIONSHIPS WITH: All hospital staff and management team.


• HOURS OF WORK: Typically day hours, Monday - Friday. Hours may vary.


• DRESS CODE: Appropriate office attire in good taste.


• ESSENTIAL REQUIREMENTS OF WORK (Minimum qualifications necessary to function at

full productivity).

A. EDUCATION AND TRAINING: Minimum post-high school preparation as a Medical,

Legal or Administrative Secretary or equivalent.

B. EXPERIENCE: Minimum of two years of secretarial experience, preferably in a

medical environment.

C. JOB KNOWLEDGE/SKILLS:

1. Interpersonal skills including use of good telephone etiquette.

2. Excellent computer skills required including typing, word processing, spread

sheets, tables, data display. Experience using programs such as Excel,

Power Point, Word, Publisher and other programs as needed.

3. Familiarity with medical terminology.

4. Ability to perform independently.

5. Ability to perform multiple tasks simultaneously.

6. Ability to handle confidential information and situations with professionalism.


• BUDGET:


• CLIENTELE DIRECTLY AFFECTED BY JOB: All hospital staff and physicians, management

team, payers.


• PHYSICAL DEMANDS OF THE JOB: Minimal physical demands, eyestrain with computer

usage, stress due to constant interruptions.


• PHYSICAL ENVIRONMENT OF THE JOB: Adequate lighting, temperature.


• EQUIPMENT OR MACHINES USED ON THE JOB: Computer & laser printer, e-mail,

computerized scheduler, telephone, fax machine, copiers, calculator, electronic time clocks,

and voice mail.


• MENTAL DEMANDS OF THE JOB:

A. JUDGEMENT AND INITIATIVE: Position requires excellent judgment and

confidentiality skills. Must be a quick thinker & self-starter due to the scope of

projects and responsibility. Able to handle multiple projects at a time.

B. INDEPENDENT ACTION: Must be able to complete projects independently on time.

Sets own schedule to complete job activities. Handles daily situations as they arise.

C. EFFECT OF ERROR: Continuous errors could adversely affect the position as well

as the operation of the Care Management department.

D. CONTACT WITH OTHERS: Excellent communication skills are essential in order to

interact with the Clinical Directors, Care Management RN's, Social Workers, nursing

staff, physicians, patients, payers, and others as needed.


• PRINCIPAL JOB RESPONSIBILITIES, TASKS, AND AUTHORITIES:

A. RESPONSIBILITY: To perform clerical duties

PRIORITY: A % OF TIME: 65% DISCRETION: A

TASKS:

1. Types correspondence and reports in a timely and accurate manner.

2. Creates informational and training flyers for distribution.

3. Manages grants ensuring correspondence is timely and grant parameters are

being followed.

4. Enrolls staff for educational programs as requested by Directors.

5. Records, types, distributes, and files agendas and minutes of assigned

meetings in a timely and accurate manner.

6. Scheduling appointments and meetings.

7. Plans and implements an efficient filing system for the Care Management

staff.

8. Insurance Certifications for patients. Includes faxing, phoning, and copying

appropriate information to insurance companies.

9. Type and distribute Policies and Procedures.

10. Order necessary supplies as requested and needed.

11. Ensures maintenance on the office equipment.

12. Maintains the Skills Competency Checklist System. Ensuring they are edited

with requested updates.

13. Ensures each Skills Competency Checklist is completed for new employees

and communicates progress to employee supervisors.

14. Covers basic functions of the Pre-Services Processor: Receiving and

organizing patient chart paperwork. Ensuring all components of the chart

have arrived and are complete. Delivering charts to departments. Scheduling

patient procedures/infusions. Insurance Certifications for elective cases if not

done by the physician office. Answering phone.

15. Other special projects as assigned by Directors.

AUTHORITIES: Employee has the authority to perform these tasks independently

as the situation requires.

B. RESPONSIBILITY: Performs receptionist duties

PRIORITY: A % OF TIME: 5% DISCRETION: A

TASKS:

1. Greeting & directing those coming to the Care Management Office. Takes

messages as needed.

2. Receive and distribute mail and materials to staff within the department.

AUTHORITIES: Employee has the authority to perform these tasks independently

as the situation requires.

C. RESPONSIBILITY: Clinical/Quality data gathering and reporting.

PRIORITY: A % OF TIME: 30% DISCRETION:

TASKS:

1. Receive, collect, organize and create clinical/quality data displays using

written accounts, reports, graphs, spreadsheets, tables, and charts in

understandable ways. (Ie. Quality Measures, Performance Improvement

Projects, Core Measures, Value Based Purchasing Measures, Infection

Control Measures, Patient Satisfaction Measures, Unit Scorecards, etc…)

2. Develops and maintains a retrievable filing system for data and data reports.

3. Creates (with input from the Performance Improvement Team) the

Performance Improvement Newsletter.

AUTHORITIES: Employee has the authority to perform these tasks independently or along

with a Care Manager or Social Worker.

D. RESPONSIBILITY: Professional and institutional development.

1. Contribute to the success of Rice Memorial Hospitals mission.

2. Assist in accomplishing QA and CQI initiatives as appropriate in your

assigned responsibilities.

3. Serve on committees as assigned by the director.

4. Serve as a role model for other staff.

5. Maintain productive relationships within the department and with other

departments:

6. Contribute to the success of the Care Management department.

7. Strive to maintain a positive relationship with your fellow departmental staff.

8. Provide administrative functions as needed and required: maintain records

and documentation, prepare reports and summaries.

9. Contribute to the success and professional development of yourself and your

colleagues.

10. Maintain ongoing continuing education in your profession.

11. Maintain appropriate professional affiliations.

E. RESPONSIBILITY: Continuous Quality Improvement

TASKS:

1. Demonstrates understanding of the CQI philosophy.

2. Participates in CQI training activities or CQI teams if appropriate.

3. Demonstrates sensitivity to customers and their needs.

4. Interacts appropriately with internal customers, i.e. coworkers within

department, staff across departments.

5 Interacts appropriately with external customers, i.e. patients, families, medical

staff, vendors.

6. Role models positive behaviors.

F. RESPONSIBILITY: Safety - Maintain and promote a safe environment for all

patients, visitors and staff.

TASKS:

1. Consistently follow all policies, practices and work rules.

2. Do not use shortcuts or Awork-arounds@ that may reduce safety or increase

risk.

3. Stay alert, act responsibly and use common sense to reduce risks.

4. Report Aactual events@ and Agood catches@ as soon as possible.

5. Create a safe environment by eliminating hazards and identifying and

reporting unsafe systems.

6. Complete all mandatory safety education, attend safety sessions, review and

understand the Safety Program (available on RiceNet). Seek answers to

questions you have about the Safety Program.

G. RESPONSIBILITY: Service Excellence

TASKS:

Demonstrates an ongoing commitment to the Service Excellence philosophy by

adhering to behaviors outlined in Rice's "Standards of Excellence".

New: 6/2002

Revised: 8/2007, 12/08