Job Abstract

Thank you for considering a career at Mercy Health

• This position is represented by a collective bargaining agreement

DEPARTMENT:      Clinical Services/Department Secretary

MISSION

The mission of Mercy Health is to extend the healing ministry of Jesus by improving the health of our communities with emphasis on people who are poor and under-served.

SUMMARY OF JOB RESPONSIBILITIES:

The Secretary II, under the direction of the Chairman of each Clinical Department, assumes duties in 3 categories, to include administrative, educational, and medical editor duties; all categories include the responsibility to review and update job duties continuously to improve efficiency; to design or revise necessary forms, protocols, or policies; to perform general and specific clerical duties; to keep schedules; to function as a receptionist; to prepare documents; to order necessary supplies; to type, file, and maintain records.

SHIFT/SCHEDULE

• Full Time -Scheduled for 40 weekly hours
•  Shift Time - 7 am – 3:30 pm
• This position will have shift changes as needed to be available for meetings.

QUALIFICATIONS:

EDUCATION:

• High School Graduate/GED.

·     Additional Clerical Courses preferred.

EXPERIENCE:

• 2 years Clerical Experience preferred

• Excellent interpersonal skills
• Proficient in Microsoft Word and Excel required

·    Medical Terminology required

• Excellent writing skills
• Some privileging experience preferred

KNOWLEDGE AND SKILLS:

Has broad, fairly detailed level of knowledge.

Gathers, organizes, verifies, composes, and/or analyzes data.

Produces final output within established standards.

·Problem Solving/Decision Making:

Makes decisions based on policy, bylaws, rules and regulations and/or consultation with coworkers/team members.

Adapt standard principles to new or changed conditions.

Solutions generally based on past precedent with some risk-taking involved in developing new approach.

·Scope of Impact/Accountability:

Impacts activities in other work areas on a frequent basis.

Accountability is primarily indirect, but may be shared for activities affecting the work area only.

May provide information to decision-making processes affecting work area(s).

·Interpersonal Communication:

Provides team leadership by assisting and training others.

Responds to non-routine and detailed inquiries from others who may not be knowledgable in subject area.

Requires understanding others’ expectations/perspectives to collaborate and reach consensus on solutions.

 PRINCIPAL JOB ACCOUNTABILITIES:

Administrative

Provide administrative and secretarial support for the clinical department chairmen and section directors; to include tracking of data, minutes of meetings, correspondence, calendars.

Complete the monthly data sheet for chairmen duties

Prepare and submit agendas, minutes, and correspondence for department committees and meetings, to include the monthly, quarterly, and annual reports for departments and sections; track attendance, prepare audiovisual materials for meetings—for the following: all Department Meetings; Surgical Directors Standards Committee, CME Committee, Department Fund Board of Directors; Invasive Procedure Review Committee, Internal Medicine Standards Committee, other meetings as needed.

Organize, prepare, coordinate and implement special department functions, projects and assignments (Christmas party, etc.)

Organize, maintain, and update physician files to include data information for physician appointment and reappointment.

OPPE/FPPE  Track and complete OPPE/FPPE outcomes; correspondence for same

Data:  Track monthly procedures from St. Elizabeth Youngstown Hospital,  St. Elizabeth Boardman Hospital, and St. Joseph Warren Hospital  (received from—inpatient, outpatient, surgery, endoscopy); enter mortality data into monthly report

Update delineation of privilege forms.  For new procedures—gather information, documentation, and criteria for approval of privileges; submit policy to department chair, section directors, and Credentials Committee.

Policy:  Assist the chairmen in developing and updating department policies; maintain policy book for the department and sections; upload policies to appropriate document library

SCIP: Track data for Quality Improvement department indicators, including mortality/morbidity information and SCIP reports.

Invasive Procedure Review Committee:  Provide support for the chairperson to include data tracking, minutes, correspondence, charts, graphs, and reports.

Newsletter: Organize department news, minutes of meetings, announcements, and events, into the department Newsletter.

PerfectServe:  Update and upload all section call schedules to PerfectServe; distribute general surgery call schedule as noted, to core faculty and to the private section.

Education

CME:  Organize and facilitate the department CME programs, to include all arrangements for the program, audio-visual needs, handouts, etc.; setup and organize, complete paperwork, according to CME protocols.

CME/Mortality & Morbidity Conference:  set up and organize M/M conferences, according to CME requirements.

Medical Editor/Research

Update the department policy and procedure manual.

Ongoing Projects

Department policies; develop 'policybook' for each department.

Perform routine office duties; schedule meetings; maintain schedules; correspondence and follow-up responsibilities. Maintain and set up computer equipment (laptop/projector) for department events, resident conferences, medical student lectures. Maintain and record the hospital and private department funds and checking account transactions and balances; deposit and withdraw funds, as required. Organize the department's graduation dinner for chief residents, send invitations, facilitate catering and program needs, organize presentation of gifts and awards and purchase of same Oversee the needs of the department of surgery office, including the maintenance of office supplies and equipment. Perform errands as assigned by the department chair.  Other duties as assigned.

The above statements are only meant to be a representative summary of the major duties and responsibilities performed by incumbents of this job. The incumbents may be requested to perform job-related tasks other than those stated in this description.

Mercy Health is an equal opportunity employer.

Many of our opportunities reward* your hard work with:

• Comprehensive, affordable medical, dental and vision plans
• Prescription drug coverage
• Flexible spending accounts
• Life insurance w/AD&D
• Employer contributions to retirement savings plan when eligible
• Paid time off
• Educational Assistance
• And much more

*Benefits offerings vary according to employment status

Scheduled Weekly Hours:

Work Shift:

Department:

It is our policy to abide by all Federal and State laws, as well as, the requirements of 41 CFR 60-1.4(a), 60-300.5(a) and 60-741.5(a). Accordingly, all applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, sexual orientation, gender identity, age, genetic information, or protected veteran status, and will not be discriminated against on the basis of disability. If you’d like to view a copy of the affirmative action plan or policy statement for Mercy Health– Youngstown, Ohio or Bon Secours – Franklin, Virginia; Petersburg, Virginia; and Emporia, Virginia, which are Affirmative Action and Equal Opportunity Employer, please email recruitment@mercy.com. If you are an individual with a disability and would like to request a reasonable accommodation as part of the employment selection process, please contact The Talent Acquisition Team at recruitment@mercy.com.