Department Coordinator

Company: WMC Advanced Physician Services PC

City/State: Kingston, NY

Category: Clerical/Administrative Support

Department: Mental Health

Union: No

Position: Part Time

Hours: Four business days with 4 hour shift, one business day with 7.5 hour shift

Shift: Day

Req #: 39964

Posted Date: Jul 11, 2024

Hiring Range: $25.98-$32.66

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External Applicant link (https://pm.healthcaresource.com/cs/wmc1/#/preApply/26835) Internal Applicant link

Job Details:

Job Summary:

The Department Coordinator will assist the administrative and clinical management teams with unit management inclusive of budgets and Information Systems and the day-to-day operations of several departments throughout Mid-Hudson Regional and Health Alliance. All responsibilities are to be carried out in collaboration with respective manager(s) to include staffing coordination and position control; collection and reporting of statistical and quality improvement data; administrative assistance and support for patient care services; and management of equipment and supplies.

Responsibilities:

: N/A

• Assures the coordination of meetings and administrative assistance as needed.

• Coordinates and follows-up on various committee activities: provides minutes, compiles materials, agenda and clerical responsibilities as well as support for studies generated. Prepares annual reports to Board of Directors and/or other Administrative Teams. Assistant to Medical Director and/or Physician Chairpersons.

• Supervises maintenance and distribution of departmental and hospital-wide policy manuals.

• Provides educational support and in-service education to staff in the access, use and availability of related IS systems.

• Diagnosis potential IS problems rapidly and resolves in an expeditious manner.

• Works with IS providers to ensure continuity of function of computer system(s).

• Coordinates special needs material management (SPD, Linen services, dietary) maintaining department specific par levels based on operation needs.

• Maintains current inventory of all equipment supplies, non-clinical materials management and special orders. Functions as a materials and inventory manager in departments with high volume specialty supplies and equipment.

• Demonstrates comprehensive knowledge of products used within the department. Instrumental in reviewing, analyzing financial impact of and introducing new products and equipment to department

• Maintains records and verifies accuracy of all charges.

• Prepares paperwork related to repair/ replacement of equipment.

• Acts as liaison with Safety Officer and is the contact person for OSHA Standards regarding hazardous materials.

• Responsible for ordering and maintaining a supply of both office and clinical equipment and supplies

• Provides annual budgetary input to Manager(s) and Director of Patient Care Services. Prepares all department annual budgets for Director’s review.

• Reviews monthly Medicare News Updates and any other payor-related documents and coordinates adjustments to Charge master(s) accordingly.

• Reviews and investigates monthly budget reports and prepares variance reports to reflect any unusual expenses related to losses, damages, replacement, and other non-budgeted expenses.

• Provides information to Director of Mental Health Services for integration into Annual Reports. Prepares department annual reports for Director’s review.

• Collects, collates and reports statistical data as directed.

• Maintains, collects data and prepares special projects and reportsas requested/needed. Independently prepares reports and completes special projects. Has the ability to analyze data and make recommendations based on findings.

• Prepares data for monthly/yearly QA Summary Reports for review by Director.

• Demonstrates ability to compile spreadsheets, database, graphs, and reports and utilize query design for the required statistical analysis. Demonstrates significant expertise and proficiency in popular business software

• Maintains, collects data and preparesspecial projects and reports as requested/needed

• Prepares monthly analysis of payroll reports to monitor sick/absent, overtime, orientation hours and employee punctuality.

• Prepares and submits bi-weekly payroll, when applicable.

• Maintains staff in-service: education, competencies and mandate lists.

• Generates and monitors the annual and introductory performance evaluation process by preparing attendance reports and PA packets for manager. Follows up and tracks appraisals to insure completion prior to due date. Completes performance appraisals for clerical staff reporting to Coordinator.

• Maintains monthly position control for all departments in collaboration with Human Resources department.

• Coordinates disability and compensation paperwork with Employee Health and Human Resource departments.score: N/A

• • Responsible for monitoring patient’s legal statusincluding maintaining spreadsheet of current patient legal status and notifying teams of when legal status will expire.

• Schedule and coordinate MHS legal court proceedings for patients including TOO, AOT and Retention hearings.

• Arrange transportation for scheduled court proceedings

• Serve legal and notarize paperwork to patients as clinically indicated.

• Provide patients with Patient Satisfaction Surveys prior to discharge

• Review and assistant patients with survey as needed

• Collect & monitor surveys on weekly basis

• Performs other related duties as directed.

  score: N/A Qualifications/Requirements:

Experience: Minimum of four years in a high-level clerical or administrative assistant role. Demonstrated proficiency in computer, accounting, data processing and general clerical skills required. Education: High School Graduate or General equivalent diploma, required. Completion of Technical Business Program or demonstrated experience/training equivalent to two years college, which includes accounting, data processing and general clerical skills, preferred. Associate degree preferred. Licenses / Certifications: None Other: Knowledge and understanding of basic principles of computer operation/ information systems. Knowledge of Word, Excel, and other pertinent software programs is required for the position. Demonstrates skills including the following: problem-solving, sound judgment, effective communication and organizational skills. Ability to work under pressure, initiative to work independently. About Us: WMC Advanced Physician Services PC Benefits: We offer a comprehensive compensation and benefits package which includes:

• Health Insurance

• Dental

• Vision

• Retirement Savings Plan

• Flexible Saving Account

• Paid Time Off

• Holidays

• Tuition Reimbursement

  Apply Now

  External Applicant link (https://pm.healthcaresource.com/cs/wmc1/#/preApply/26835) Internal Applicant link

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