Wentworth-Douglass Hospital, a subsidiary of Massachusetts General Hospital, is renowned as one of the largest acute care hospitals in the Seacoast region of New Hampshire and Southern Maine. At Wentworth-Douglass, we value people who contribute to patient-centered care that enhances community health; we recognize and reward those who share our values and transform our patients' lives. We invite you to explore opportunities, cultivate community wellness and professional growth.
1.Performs administrative and office support activities for Director, manager, multiple supervisors, support staff and physicians
a. Greets and assist all who enter the department
b. Answers telephone, per hospital customer service standard
c. Takes messages and relays information to appropriate personnel
d. Responds to emergencies and summons the appropriate personnel
e. Files, faxes, collated and photocopies material as required
f. Maintains work area in a professional and organized manner
g. Types correspondence, memos, minutes, and related documents
h. Reserves conference rooms as directed
i. Maintains file system according to department standards.
. Monitors personal work ethics, behaviors, and attitude
a. Recommends improvement in orientation/work environment
b. Evaluates own performance and recognizes opportunities for improvement
c. Recognizes his or her strength and uses them to benefit patients, coworkers and the profession
d. Recognizes and takes advantage of opportunities for educational growth
e. Maintains strong relationships with peers, staff, physicians, agencies and other organizations consistent with hospital strategic plan
f. Participates in team spirit and becomes involved in daily decision making for improvements
. Schedule department meetings, records minutes
a. Attends sub-modality monthly meetings and records minutes for department.
b. Interfaces with hospital computer systems as needed.
c. Maintains files for patient records, charges, correspondence and business functions.
d. Can articulate the daily physician workflow in regards to their schedule of office time and hospital time to all inquiring, ie. interdepartmental (ED, DGNorth, ICU, etc)
e. Collaborates with physician's offices in a professional manner
f. Participates in transfer and discharge process by preparing patient record and CD prior to patient leaving department
g. Reconciles patient procedures
h. Prepares and distributes various meeting notices/minutes in a timely manner.
i. Documents and requests equipment repair/maintenance needs.
j. Edits weekly employee Payroll utilizing the Kronos System. Submits reports to Payroll in a timely manner.
k. Performs check-in and check-out responsibilities accurately and timely within the Soarian Financials application
4.Cardiovascular Department Organizational skills
. Prepares schedule for the following days testing
a. Coordinates with housekeeping, maintenance and catering departments for respective needs.
b. Assists managers, supervisors in the ordering of supplies required by the department on a daily basis.
c. Create encounter and billing data entry for provider reading fees.
d. During vascular screenings, prepares deposit including reconciliation of the daily credit card transactions, and end of day batch reconciliation per protocol.
5.Assists patient with comfort care and emotional support.
. Listens attentively/displays interest in patient, assist patient to waiting area
a. Introduces all patients to the refreshment stand and entertainment options during wait times.
b. Anticipates patient's needs and insures all are informed of expected testing start and/or delay times.
6.Utilizes clerical and organizational skills to assure smooth functioning of department operations
. Runs errands as required, delivering reports, collecting and distributing mail, paychecks, and other tasks as indicated.
a. Assists with the Orientation of new employees on computer systems through the department.
b. Prioritizes delegated tasks based on patient care needs and department activities.
c. Requests assistance with delegated tasks when needed or unsure.
d. Completes work/assignments within allotted time, reporting unfinished responsibilities to co-workers.
7.Continuing Education &Development: Maintains current knowledge and seeks and acquires various clerical, administrative specific functions
. Maintains personal documentation of in service attendance
a. Acquires and maintains knowledge and skills appropriate to the assigned area and practice setting.
b. Attends and documents continuous education opportunities offered at WDH as related to job function.
8.Scheduling: Uses available programs to coordinate add-ons for staff.
. Answers phone(s) professionally by giving department name (Cardiovascular Department)
a. Demonstrates appropriate telephone etiquette, relaying messages &carrying out appropriate contacts promptly/concisely
b. Transfers calls to appropriate parties ensuring the receiving party is present before making the transfer.
c. Maintains an awareness of the status of schedule in order to respond to inquiries.
d. Notifies all team members (Clinical Coordinators, supervisors, etc) regarding add on cases/cancellations/order changes.
e. Reports diagnostic test results to appropriate modality, physician(s) as per HIPAA upon request.
f. Notifies physician offices, and relevant personnel, of schedule delays/changes.
g. Communicates organizational policies to visitors, patients & staff.
9.Information Analysis: Demonstrates competence in performance of duties and responsibilities related to data collection.
. Is able to review patient information via Syngo, Scottcare, Pyramis, EDM Soarian Financials, Clinicals and NextGen
a. Acts as a liaison with information systems for any departmental computer concerns.
. Assists with procedure information for patients as necessary
. Maintains work area in a professional and organized manner.
a. Maintains stock of clerical/desk supplies
b. Documents equipment repair/maintenance needs for all refrigerators
c. Maintains temperature logs and equipment function tracking data
d. Reconciles procedures with signed report and send to Medical Information
e. Participates in response to emergency situations (ie. pages, codes, calls, physicians, etc)
f. Maintains patient confidentiality (ie. records, computer information, etc)
g. Is able to access/print computerized forms.
h. Sends & receives documents via fax and scanning protocols.
i. Duplicates documents using copy machine and scanning.
j. Checks/refills paper supply, toner in printers &copiers
k. Troubleshoots all department computer/printer systems.
. Exhibits flexibility in assignments and performance expectations
Experience Minimum Required
Education Minimum Required
Special Skills Minimum Required
Must be proficient with computer programs such as Microsoft Office.
Ability to multi-task in a fast paced environment.
Presenting a calm, professional manner.
The knowledge and ability to utilize various computer and on-line applications.
Offer exemplary internal and external customer relations.
Strong relationship building skills.
The knowledge of medical terminology.
Good communication skills both written and verbal.
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