Administrative Assistant

Provides complete secretarial/phone support and services to the OR supervisor in daily and ongoing functioning of department. This position works closely with department director, manager, supervisor, OR purchasing coordinators, and OR educator.Respond to supervisor/surgeon/staff needs presented at the desk; such as swapping rooms/resources, equipment/supply requests, entering comments as necessary to communicating case information. Schedule surgical cases according to department policy with 100% accuracy relating to patient demographics, procedure text, duration, laterality and joint as per the office, surgeon, or desk coordinator/supervisor. Modify/create reports as needed and distribute/follow up as directed by the desk coordinator/supervisor. Reports include, but not limited to, the call schedule, pick list, OR Schedule, specimen log, turn over time and on time starts.

(40%)* Assist in all clerical assistance at the OR Control Desk.

(25%)* Process reports as needed.

(15%)* Proficiency in the EPIC - One Person One Record system.

(10%)* Schedule surgical cases according to department policy.

(10%)* Provide assistance throughout surgical services. To include, but not limited to, the OR Director, Manager, Supervisors, Nurse Educator, and Purchasing Coordinator as requested.

OTHER DUTIES AND RESPONSIBILITIES: 

Provide control desk assistance in absence of leadership EPIC education, passing all necessary tests and providing necessary feedback.

Ability to schedule cases and answer any questions that arise.

Promptly answer the phone and direct/triage/respond to calls as necessary. 

Promptly triage calls for add on cases.

Calls need to be made to the lead anesthesiologist, lead CRNA, SPD, nurses, first assistants, surgical technologist, PACU; as well as x-ray, a surgical representatives, OR purchasing. 

Maintain open lines of communication between department managers/supervisors/coordinators, OR/RSC, OR Purchasing, Anesthesia department, and any related surgical representatives.

Maintains high visibility in the department. 

Notifies meeting attendees of upcoming meetings or changes. 

Modify/create reports as needed and distribute/follow up as directed by the desk supervisor/coordinator.

Reports include, but not limited to, the call schedule, pick list, OR schedule, coordinator report, specimen log, turn over time. 

Tube next day picklist to pharmacy daily with accurate doctor and patient CSN. 

Maintain list of next day inpatients for anesthesiologist. 

Make out next day staff assignments in a timely manner. 

Maintain all OR desk paperwork, making sure that any changes are reflected throughout the day. Notify Circulators of chart corrections in a timely manner. 

Create daily first case on time start and delay log via case documentation. 

Update all OR desk paperwork when employees are hired/retire/move to another position.

This includes locker assignment, pager assignment, Absent/Tardy spreadsheet, mandate list, early out/stay late form, Kronos form, staff list, detailed staff list, staff schedules, phone number list, and call schedule. 

Submit and follow through with work orders when things are broken. 

Generate/post forms/flyers for OR director, manager, supervisor, coordinators, educator, and staff. 

Notify resource employees of their schedules. 

Maintain order of staff PTO request. 

Create rough draft of next month staff schedules for the supervisor. 

Enter staff schedules into KRONOS. 

Deliver surgical equipment to RCS from OR purchasing. 

Distribute and collect/return x-ray badges in time to be processed. 

Retrieve deliveries made to the OR from the hospital front entrance. 

Assures compliance with the regulatory agencies standards such as The Joint Commission (TJC), Centers for Medicare Services (CMS), the Michigan Department of Public Health (MDPH), American Association of Medical Instruments (AAMI), American National Standards Institute (ANSI), Associations of Operating Room Nurses (AORN), Society or Gastroenterology Nurses and Associates (SGNA) and International Association of Healthcare Central Service Material Management (IAHCSMM).

Other duties as assigned. 

EXPERIENCE, TRAINING AND SKILLS: 

Knowledge of medical terminology as normally acquired through one year experience working in a Medical Center or similar setting. 

Basic knowledge of personal computer and office equipment to maintain office files. 

Interpersonal skills needed to communicate successfully with individuals and groups and interact with employees at all levels within the medical center. 

MidMichigan Health is a technology driven organization and employees need to demonstrate competency in Microsoft® Windows. 

An employee may be required to participate in further learning opportunities offered by MidMichigan Health. 

Associates degree preferred.

Proficiency in the Microsoft Office environment preferred.

2 years working in a hospital surgical setting preferred.

EPIC or similar EMR experience preferred. 

PHYSICAL/MENTAL REQUIREMENTS AND TYPICAL WORKING CONDITIONS:

Exposure to stressful situations, including those involving public contact, as well as, trauma, grief and death.  

Able to wear personal protective equipment that includes latex materials or appropriate substitute if required for your position. 

Is able to move freely about facility with or without an assisted device and must be able to perform the functions of the job as outlined in the job description.  

Overall vision and hearing is necessary with or without assisted device(s). 

Frequently required to sit/stand/walk for long periods of time.

May require frequent postural changes such as stooping, kneeling or crouching.  

Some exposure to blood borne pathogens and other potentially infectious material. 

Must follow MidMichigan Health bloodborne pathogen and TB testing as required.  

Ability to handle multiple tasks, get along with others, work independently, regular and predictable attendance and ability to stay awake. 

Overall dexterity is required including handling, reaching, grasping, fingering and feeling. May require repetition of these movements on a regular to frequent basis.  

Physical Demand Level: Sedentary. 

Must be able to occasionally (0-33% of the workday) lift or carry 0-10 lbs.