Job Overview

Employment Type:

Full time

Shift:

Day Shift

Description:

POSITION PURPOSE

Responsible for coordination of data management, paraprofessional, and administrative functions within multiple departments inclusive of Quality Excellence (Quality, Infection Control, Risk Management, Safety, Accreditation, Lean), Medical Staff Services and other nursing units/departments as required. Provides support to department associates and the department leader. Manages, coordinates, and directs the requirements for projects and special requirements as assigned. Compiles statistical data and displays, develops presentation materials and graphics for performance improvement initiatives. Supports Medical Staff in activities (not all inclusive) such as credentialing process updates, medical staff meetings, and reappointments.

The incumbent deals with highly confidential and sensitive issues relating to people and organizations and must be highly professional. Ensure that services are provided in a manner that supports continuous quality improvement and customer-oriented focus.

ESSENTIAL FUNCTIONS

1. Adheres to the Caring Model principles, Guiding Behaviors, Code of Ethics, and mission, vision, and values of MercyOne Dubuque Medical Center.

2. Serves as system administrator for software used by the departments.
a. Exhibits knowledge, skills, and abilities required to manage multiple software programs.
b. Troubleshoots diverse software programs when issues arise.
c. Provides computer support to end users/department associates.

3. Supports data management for assigned departments.
a. Creates complex Excel spreadsheets for Infection Control and Quality data monitoring.
b. Maintains internal databases for Quality Excellence, Infection Control, Medical Staff.
c. Runs quarterly Business Objects reports as needed.
d. Develops report queries and creates customized reports for decision-making using the various software applications. Write, maintain, and support a variety of reports or queries utilizing appropriate reporting tools.
4. Compiles data and creates graphical presentations.
a. Compiles project data and advises user on graphical selections.
b. Translates project data into varied and creative presentation formats, including storyboards, PowerPoint presentations, and bulletin board displays.
c. Provides support to presenters, to include creation of displays for conferences.

5. Supports hospital regulatory compliance activities.
a. Provides administrative support for varied and changing clinical care audits, to include data retrieval, data compilation, report generation, graphical presentation and dissemination of data/reports.

6. Supports Infection Control processes within the department.
a. Compiles monthly infection data and creates graphics and statistical process control charts for nursing units.
b. Creates presentation displays and format for infection control education (i.e. hand hygiene signage, nursing professional practice fair, newsletter).
c. Retrieves admissions and patient days denominators monthly from MedMined.
d. Updates immunization corrections for the Immunization Registry Information System (IRIS).
e. Provides administrative support to hospital committees including Joint Quality Oversight
Committee, Quality Council, and staff meetings.

7. Supports Medical Staff processes within the department.
a. Documentation scanning and reports from Morrisey.
b. Review processes and updates related to physician information and credentialing activities.
c. Meeting activities of sending out agendas and appointments.
d. Reappointment activities such as approval letters, scanning, and file management.

8. Performs duties for the departments.
a. Coordinates equipment and services utilized by the department such as pagers, computers, phones, keys, and electronic chips.
b. Manages functionality of copier/printer/scanner.
c. Also includes but is not limited to copying, faxing, mailing, filing, transcription, scheduling meetings, generating agendas, typing meeting minutes, answering phones, ordering supplies, creating forms, renewing membership subscriptions, media, scheduling ergonomic assessments, etc.
9. Maintains files of policies and procedures for assigned departments.

10. Maintains a working knowledge of applicable Federal, State, and local laws and regulations, Trinity Health’s Organizational Integrity Program, Standards of Conduct, as well as other policies and procedures in order to ensure adherence in a manner that reflects honest, ethical, and professional behavior.

SKILLS AND ABILITIES REQUIRED

1. Maintains a working knowledge of applicable Federal, State and local laws and regulations, Trinity Health’s Organizational Integrity Program, Standards of Conduct, as well as other policies and procedures in order to ensure adherence in a manner that reflects honest, ethical and professional behavior.
2. Knows and adheres to all laws and regulations pertaining to patient health, safety and medical information (i.e. HIPAA, etc.)
3. Maintains a professional, collaborative work environment so as to foster a positive public image for MercyOne Dubuque Medical Center.
4. Provides a high level of customer responsiveness and serves as a role model to encourage a commitment to customer service. A strong service orientation is required.
5. Demonstrates an understanding of organizational dynamics and administrative procedures and protocols. Ability to function in a dynamic, fast-paced team environment and to cope with ambiguity, time constraints, and other daily stressors in an effective and appropriate manner.
6. Must have excellent written and verbal communication skills with the ability to relate to people across all levels & diverse backgrounds; ability to handle interactions with discretion, tact & courtesy.
7. Demonstrates time management, prioritization and organizational skills including an ability and willingness to plan, organize and accomplish tasks accurately and in a timely manner to exercise sound judgment under pressure and to manage multiple and competing activities simultaneously.
8. Proven ability to identify, compile and present data effectively from many different sources for management decision-making.
9. Demonstrated experience and skill to work independently.
10. Must possess advanced analytical skills.
11. Must have proven time management skills with the ability to prioritize and organize work/projects in a fast-paced working environment so that all tasks are completed on time and accurately.
12. Demonstrated skill to meet multiple deadlines and deal with interruptions and changing priorities; demonstrated skill to prioritize and organize workload.
13. Ability to demonstrate initiative.
14. Requires a high degree of professionalism in both dress and conduct on the job.
15. Ability to handle confidential information in a sensitive manner.
16. Demonstrated experience and competency with Windows XP and a variety of software including Microsoft Office suite, e-mail and a variety of web-based programs and browsers (MedMined, IRIS), with the willingness and ability to update and increase skills as needed to meet the goals of the departments. Software may include Cerner PowerChart/EPIC, HealthQuest, Morrissey, Flowcharts and Diagrams, Product Ordering System, and Business Objects, and Microsoft Products.
17. May be required to increase/decrease work schedule and/or vary hours depending on the needs of the department.

MISSION STATEMENT AND CORE VALUES

Mission Statement: We, MercyOne Trinity Health, serve together in the spirit of the Gospel as a compassionate and transforming healing presence within our communities.

Core Values:

• Reverence: We honor the sacredness and dignity of every person.

• Commitment to Those who are Poor: We stand with and serve those who are poor, especially those most vulnerable.

• Safety: We embrace a culture that prevents harm and nurtures a healing, safe environment for all.

• Justice: We foster right relationships to promote the common good, including sustainability of Earth.

• Stewardship: We honor our heritage and hold ourselves accountable for the human, financial and natural resources entrusted to our care.

• Integrity: We are faithful to those we say we are.

MINIMUM QUALIFICATIONS

1. Education:
A. Associate’s degree required with emphasis on business and computers. Two years of related experience may be substituted in lieu of the Associate’s. Bachelor’s degree strongly preferred or equivalent combination of education and experience in business or information systems related field

2. Experience:
A. Minimum of three to five years experience in an administrative assistant/project coordinator role required.
B. Previous experience in healthcare and insurance.
C. Demonstrated success in independent project management.

3. Special Skills, Competencies, and Aptitudes:
A. Demonstrated computer proficiency in both operations and trouble-shooting varied applications
B. Ability to use analytic and statistical tools in development of project support documents and graphs.

PHYSICAL AND MENTAL REQUIREMENTS AND WORKING CONDITIONS

1. During an 8-hour day, an associate must be able to stand/walk for 3 hours and sit 5 hours.

2. Job requires occasional (6-10% of work time) squatting, crawling, crouching, kneeling, and balancing; frequent (21-50% of work time) bending, stooping, reaching above should level, pushing and pulling.

3. Job requires the ability to frequently (21-50% of work time) lift and carry objects weighing approximately 11-24 pounds.

4. Job requires exposure to marked changes in temperature and humidity and may be exposed to infectious disease, hazardous waste and chemicals.

5. Must have fine motor and manual dexterity skills to grip and manipulate items and perform repetitive action such as computer entry.
6. Must be able to see at a near visual acuity level; able to speak and hear speech.

7. Job requires high level of mental concentration to attain established deadlines. Working environments includes frequent interruptions.

8. Must be able to travel on occasion to other worksites and training seminars.

9. Must adhere to applicable organizational requirements on an annual basis for Employee Health Directives.

10. Must possess the ability to comply with Trinity Health policies and procedures.

Our Commitment to Diversity and Inclusion

Trinity Health is a family of 115,000 colleagues and nearly 26,000 physicians and clinicians across 25 states. Because we serve diverse populations, our colleagues are trained to recognize the cultural beliefs, values, traditions, language preferences, and health practices of the communities that we serve and to apply that knowledge to produce positive health outcomes. We also recognize that each of us has a different way of thinking and perceiving our world and that these differences often lead to innovative solutions.

Our dedication to diversity includes a unified workforce (through training and education, recruitment, retention, and development), commitment and accountability, communication, community partnerships, and supplier diversity.