Administrative Associate - Dept. of Surgical Operations - Full Time

Guthrie Enterprise•Sayre, PA

About The Position

Performs duties of a confidential nature, carries out delegated administrative functions and is responsible for coordinating surgical scheduling for multiple surgeons and ensuring that all parties involved in the surgical case have the necessary information. This includes maximizing resources by eliminating gaps in the operating room schedule and making recommendations to fully utilize surgical time in a way that will have a significant financial impact on surgical revenue.

Requirements

Three-year secretarial experience required.
Must have the ability to work well under pressure, exercise independent judgment, and maintain composure and pleasant attitude.
Experience working with highly confidential information and sensitive information is required.
Excellent customer service skills are required to interact effectively with surgeons, employees, and reps.
High school diploma required.
Strong microcomputer skills and knowledge of multiple software applications are required including all Microsoft Office applications (Word, Excel, PowerPoint), proficient typist, knowledge of standard medical abbreviations and terminology.

Nice To Haves

Associate degree in business administration or similar is preferred.
Business/secretarial courses desired.

Responsibilities

Format information for internal and external communication (emails, memos, etc)
Acting as the point of contact among employees, external vendors/Reps, student, visitors, and other external partners and refers them to appropriate staff members.
Managing information flow in a timely and accurate manner.
Screens incoming telephone calls and directs the call to the appropriate individual. Needs to be sensitive to calls that concern patient related issues. Takes detailed and accurate messages as required, and relays messages to appropriate individual in a timely manner.
Places telephone calls and gathers information for various OR scheduling needs.
Daily collaborating with multiple departments such as: Anesthesia, Nurse Managers, Nursing personnel, surgical coordinators, and surgeons to execute flow and throughput for the operating room department.
Reporting to management and executing instructions.
Liaising with management and staff regarding administrative matters.
Overseeing the maintenance and biomedical engineering repairs.
Maintaining confidentiality with sensitive information and correspondence.
Prepares, reviews, copies, and files as necessary, departmental correspondences.
Maintains a positive public image among the Guthrie Health networks.
Performs work assignments independently based on an understanding of the limits of established practice within the position and/or assignments given by different leaders within the department.
Maintains accurate records and files as requested.
Use experiential knowledge to schedule appropriate procedures and surgeries based on provider orders and must be able to schedule ambulatory center and hospital procedures in accordance with the patient's diagnosis and procedure's case request.
Respond to written and oral correspondence regarding scheduling changes and cancellations in a timely and accurate manner. They must be organized and able to manage a demanding workload with accuracy.
Scheduling surgical cases and resolving scheduling conflicts in a timely manner
Understand surgical procedures and necessary time and medical staff to properly maintain and optimize surgical schedule.
Ensure each scheduled case has an anesthesia type selected and the laterality is in the description.
Verify needed implant cards are accurate and perform corrective actions if needed.
Enter notes/instructions in the electronic medical record based on provided details from the surgeon or surgeon's office.
Post surgical logs daily to ensure appropriate documentation exists for appropriate revenue cycle processing after posting.
Critically analyze an available time slot to ensure anesthesia & nursing staff are available and technology needed for the case is accessible.
Responsible for timekeeper duties for the operating room
Coordinate and schedule ASC and hospital-based surgeries for patients with appropriate provider
Complete data entry and maintain surgical schedule.
The ability to maintain confidentiality is essential since the individual in this position works with confidential/sensitive materials daily, including patient information, medical records, employee information, etc.
Diplomacy, tact, effective problem-solving skills, and professionalism are also of utmost importance since the individual in this position deals with personnel at all levels within the Guthrie Health network as well as many individuals outside the organization.
Semi‐routine duties with a variety of difficulty under general supervision and specific guidelines. Independent judgement and non‐routine tasks. Frequently works under tight deadlines. Must be flexible and accepting of a dynamic environment.