Northern Light Eastern Maine Medical Center

Department: Cardiology Clinic

Position is located: Northern Light Cardiology

Work Type: Full Time

Hours Per Week: 40.00

Work Schedule: 8:00 AM to 5:00 PM

Summary :

Provide clerical and scheduling support to physicians in the department, responding to timely requests for special tasks and projects.

Responsibilities :

• Communicates Effectively
• Demonstrates effective and courteous Customer, Physician/Practice Staff, and other hospital staff communication skills.
• Answers all calls and e-mails promptly and courteously.
• Responds to and resolves issues promptly through effective Communications.
• Uses appropriate chain of command.
• Feedback is provided in a constructive manner.
• Participates in problem solving groups as requested.
• 100% documented evidence of attendance of department staff meetings, and/or reading/initializing the minutes.
• Serves as an effective liaison with physicians, physician practices, hospital personnel and other departments.
• Provides support services for the Department & Service: planning, development, & implementation of activities and meetings to ensure that the office runs in an efficient manner. Duties which includes photocopying, filing typing, initiating purchase requisitions, etc.
• Maintains Outlook Calendars for Chief of Service & Clinical Directors. Communicates appointments and distribute agendas to Chief of Service, Clinical Directors, and other Staff. Assists Chief, Clinical Directors, and Staff with daily administrative schedules.
• Maintains vacation, call and CME schedules.
• Serves as Travel Coordinator for the department. Process voucher(s) for travel and reimbursement from PDA account.
• Process payroll on a weekly/bi-weekly basis.
• Prepares copies from dictation, written copy, and drafts. Processes incoming/outgoing mail.
• Maintains routine and special project files.
• Coordinates activities involved in MD training and trials.
• Coordinates activities involved with sales representatives.
• Coordinates observer program for the department (if applicable):
• Also, distributing observer forms to Service members and maintain accurate observation files.
• Schedule and coordinate orientation for new providers of the dept.
• Maintains Policy and Procedure Manual(s) for the department.
• Maintains files and handles appointment and biennial appointments of service members in a timely manner.
• Notify physicians/providers of delinquent records and maintain a database.
• Coordinates locum scheduling (if applicable):
• Coordinates Center for Family Medicine Resident Airway Management Rotations with Chief of Serive.
• Completes paperwork, tracking regarding locums.
• Coordinates meetings: booking rooms/times, orders food (if applicable), taking and distributing minutes as indicated.
• Attends all Service/Section Meetings, write/prepare minutes as directed. Maintain accurate attendance.
• Other Duties as Required.
• Coordinates Service-wide QI programs:
• Various QI projects at the direction of the Chief of Service. Prepares, gathers, and integrates QI information for Chief of Service on monthly, quarterly, annual, and as needed basis. Maintains accurate tracking and organization of Service QI programs. Follows up and maintains Service variation files. Utilizes PowerChart for Service QI projects. Screen/review cases for Chief as directed. Gathers screens and prepares all data for annual Service report to Hospital Quality Committee.
• Handles confidential patient information, personnel information, quality assessment and performance improvement information and proprietary information appropriately. 3. Notifies Service members are notified in advance of meetings and which cases will be discussed.
• Mandatory In-services: 100% compliance of: iCARE, Employee Updates, and any other in-services/meetings and training as assigned.
• Finishes work on time 95% of the time, avoiding overtime.
• Has documented evidence of continuing education to enhance job performance.
• Trains on new equipment and software, becomes familiar with any new policies and procedures and attends conferences as requested.

Other Information :

Competencies and Skills

• Behaves with Integrity and Builds Trust: Acts consistently in line with the core values, commitments and rules of conduct. Leads by example and tells the truth. Does what they say they will, when and how they say they will, or communicates an alternate plan.
• Cultivates Respect: Treats others fairly, embraces and values differences, and contributes to a culture of diversity, inclusion, empowerment and cooperation.
• Fosters Accountability: Creates and participates in a work environment where people hold themselves and others accountable for processes, results and behaviors. Takes appropriate ownership not only of successes but also mistakes and works to correct them in a timely manner. Demonstrates understanding that we all work as a team and the quality and timeliness of work impacts everyone involved.
• Practices Compassion: Exhibits genuine care for people and is available and ready to help; displays a deep awareness of and strong willingness to relieve the suffering of others.

Education

• Required Associate's Degree
• 4 years of related experience in lieu of degree

Working Conditions

• Work with computers, typing, reading or writing.
• Extend body and limbs to reach items.
• Lifting, moving and loading less than 20 pounds.
• Prolonged periods of sitting.
• Prolonged periods of standing.
• Prolonged periods of walking.