Nursing Admin. -Administrative Assistant of CNO FT/Days

JOB SUMMARY: Performs and provides a variety of services related to the administrative function in the hospital. Prepares correspondence in final form, receives visitors, schedules meetings, maintains files and conducts research and special assignments. . Performs and provides services related to medical record review and charge capture to assure proper revenue cycle flow beginning at the point of service. Responsibilities include, but not limited to, work assignments related to chart review and abstraction of department metrics and quality core measurement data; assistance with staff education in accurate charge capture; assist in reconciling billing errors or insurance denials with the Business Office. Provides secretarial support and resource person for clinical nursing managers and directors. Performs other duties as assigned.

PERFORMANCE DIMENSIONS AND TASKS
Essential Function
1. Revises, evaluates and takes action concerning correspondence received in the Nursing Administration office.
a. Brings sensitive and/or important correspondence to the CNO’s attention
b. Demonstrates careful judgment in disposition and/or additional required action.

2. Prepares a variety of administrative reports, statements and correspondence.
a. Demonstrates mature judgment in responding personally or in preparing drafts for review.
b. Reviews precedent information; correspondence reflect thoughtful preparation in portraying current hospital policies and practices.

3. Established, maintains and revises record keeping and filing systems. Classifies, sorts and files correspondence records and other documents.
a. Filing and record keeping are designed and maintained to allow for easy retrieval of information.
b. Files and records can be accurately retrieved within three minutes.

4. Arranges meetings and conferences; schedules interviews and appointments.
a. Meetings and appointments are scheduled to ensure adequate time based upon nature of content; meetings are blocked to provide efficient use of time.
b. Performs other duties relating to CNO’s schedule.
c. Uses time management systems to assist supervisors to accomplish daily work schedule and goals.
d. Plans and makes arrangement for conferences, travel and other special events.
e. Travel arrangements meet needs of supervisor.

5. Performs a wide variety of clerical assignments that are often confidential in nature.
a. Ensures that any information related to staff members or hospital operations is maintained as confidential.
b. Demonstrates thorough knowledge of composition and preparation of correspondence, reports and statements.

6. Establishes office procedures and practice.
a. Reviews office procedures and implements changes as necessary
b. Office practices reflect efficient work practice and effective time utilization; demonstrates proficiency in use of computer and related office equipment.

7. Engages in a variety of internal/external hospital contacts. Obtains or relays information which may concern administrative policies and procedures to individuals who are influential or important to the hospital.
a. Demonstrates good judgment in screening and/or routing calls.
b. Understands the organizational and political structure of the hospital; demonstrates ability to use this knowledge in inter-personal situations.

8. Accepts and/or screens telephone calls and visitors to the office.
a. Demonstrate good judgment in screening and/or routing calls.
b. Takes accurate telephone messages and repeats information to verify accuracy.
c. Acknowledges and graciously receives all visitors.
Essential Function
9. Takes, transcribes and distributes minutes of various hospital committees. Prepares, assembles and distributes material(s) for various meetings. Assembles and prepares materials for reports and special questionnaires.
a. Minutes accurately reflect content of meetings.
b. Minutes are distributed to members by designated time frame.
c. Materials are distributed within specified time requirements and are completely and accurately assembled.
d. Maintains confidentiality of all materials.
e. Regularly proofs all materials for accuracy.

10. Oversees daily medical record review to assure accuracy of documentation and appropriate charge capture.
a. Ensures completion of one Emergency Department charge ticket for every patient visit during a 24-hour period.
b. Enters the charges accurately in Meditech within established timeframes.
c. Upon request from the billing office, researches and assists in reconciling billing errors or insurance denials related to the Emergency Department charge master.
d. Actively involved with educating and keeping staff up-to-date with the Emergency Department charge system.

11. Reviews medical records to abstract department specific quality core measures and performance improvement data for nurse managers upon request.
a. Accurately collects and presents data in a format that is easy to read.
b. Develops spreadsheets and transcribes data for nurse manager for presentation purposes.

12. Provides secretarial support and acts as a resource person for nursing managerial staff.
a. Demonstrates mature judgment and ability to accurately interpret assignments given by nurse manager.
b. Pursues required information and promptly responds to manager requests.
c. All official records are accurately prepared and maintained as indicated in Hospital policy.
d. Understands Hospital operations policies and procedures.

13. Performs a variety of office procedures and other clerical duties at the discretion of the CNO.
a. Clerical assignments are completed within requested time frame.
b. Office practices reflect efficient work practice and effective time utilization.
c. Demonstrates proficiency in use of computer and related office equipment.

14. Performs other duties within capabilities as assigned by the manager.

QUALIFICATIONS

Education:
• High School Diploma or equivalent, Associates Degree preferred.

Work Experience:
• Administrative assistant/secretarial training and/or experience; health care related experience preferred.
• Knowledge of medical terminology.
• Ability to write legibly, spell correctly and perform basic mathematics.
• Proficient in Microsoft Office Products including Outlook, Word, Excel, and PowerPoint.

Skills Requirements:
• Typing skill of 50 wpm.
• Shorthand desirable.
• Demonstrated ability to communicate in diverse situations.
• Demonstrated maturity of judgment.
• Advanced organizational skills.

Physical Demands:
• Must be able to sit for 6 hours or more and stand/walk for 2 hours or more per day.
• Must be able to lift up to 25 pounds.

Special Demands:
• Willing to perform repetitive tasks.
• Ability to work with others and to perform a variety of assigned duties.

DISCLAIMER: The preceding job description has been designed to indicate the general nature and level of work performed. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.