Job Summary

• The Clinic Coordinator provides high-level administrative support in a clinical setting. The Clinic Coordinatorisresponsible forscheduling andmaintainingthe calendar for clinical heads of one or more designateddepartments,preparescorrespondence andcoordinatesthe day-to-day operations of the department.Additionally, in the absence of a dedicated surgical scheduler, the Clinic Coordinator assumes this role.

Organizational Expectations

• Adheres to andexhibitsour core values: Reverence: Having a profound spirit of awe and respect for allcreation, shaping relationships to self, to one another and to God and acknowledging that we hold in trust allthat has been given to us. Integrity: Moral wholeness, soundness, uprightness,honestyand sincerity as a basisoftrustworthiness. Compassion: Feeling with others, being one with others in their sorrows and joys, rooted in the sense of solidarity as members of the human community. Excellence: Outstanding achievement, merit, virtue; continually surpassing standards to achieve/maintainquality.
• Attends staff meetings and completes mandatory in-services,requirementsand competency evaluations ontime.
• Compliance: Understands regulatory requirementswith regard tocompliance and all other laws and regulations that apply to the organizational operations (e.g.Code of Conduct) and how these regulations apply to the individuals role/ department/ unit. Proactive in addressing compliance issues; reporting throughappropriate channelssuch as supervisor, chain of command and Ethics Point. Completes mandatory introductory and ongoing training within the specifiedtimeframes.
• Maintains current knowledge in present areas of responsibility (i.e.,self education, attends ongoingeducational programs).
• Works collaboratively and supportseffortsof team members. Demonstrates exceptional customer service andinteracts effectively with physicians, patients, residents, visitors,staffand the broader health care community.

• MAINTAINS CALENDAR AND SCHEDULE: Arrange meetings providing notification toparticipants and attendees.Prepares and distributes agenda in advance of meeting. Serves asrecordingsecretary. Prepares and distributes minutes. Provides follow-up when necessary. Reserves rooms for meetings,arranging forroom set-up andequipmentas necessary. Maintains a current andaccuratemembership list of assigned committees. Maintains records of meetings. Handles all travel arrangements asrequired.

• PREPARES CORRESPONDANCE FOR DEPARTMENT CLINICAL HEAD: Draftsletters, reports, manuscripts, statisticaldataand memoranda asrequired. Prioritizesinorder tomeet deadlines when applicable. Maintains a list of manuscripts in process, updating andeditingas necessary. Prepares/drafts correspondence for department clinical head. Develops reports, creating andmodifyingprograms to meet the needs ofdepartment.Assistswith special projects, compiling materials for submission or distribution and responding to various agencies asrequired.

• PROVIDES FRONT DESK SUPPORT: Receives visitors and telephone callers,determiningneeds, prioritizingurgencyand providing referral to appropriateindividual.Takesaccuratemessages and keeps department head and/or Director aware of calls that need to be returned. Reviews, sorts and distributes mail asappropriate. Maintains organized filingsystemtofacilitateretrieval ofchartand materials, assuring confidentiality of patient and employee information as well as other sensitivematerial.

• RESPONSIBLE FOR DAY-TO-DAY OPERATION OF THE OFFICE:Maintainsofficesupplies and equipment to maximize efficiency andmaintaingood stewardship of resources. Exercises initiative,judgmentand knowledge within the scope of responsibilities of administrative,proceduraland managerial details in day-to-day activity of the department. Supervises office support staff, providing regular feedbackregardingperformance in addition to completing annual performance reviews and in coordination with Executive Director and Human Resources, issuing disciplinary action whenrequired. Acts asliaisonto Executive Council, Directors, employees and others to communicate messages, schedule meetings anddisseminateinformation.

• SURGICAL SCHEDULING AS REQUIRED BY DEPARTMENT: Assumes fullresponsibility for contacting patients to schedule surgeries. Using McKesson or other organizational practice management software,schedulespre-surgical tests and ensures availability of results and other records to the surgeon.Follows-upwithpatientthe day/night before surgery to ensuretimelyarrival. Schedules post-surgicalappointmentsas necessary.

• TRACKS TIME AND EXPENSES: Tracks expenses for clinical head. When necessary,tracksexpenses and logs to be sent to external funding sources. Collects and maintainstimelogsforphysicianand employees.Generatesbills to outside entities whenappropriate. Processes check requests consistent with organizational policy asrequired.Reconcilesandprocessesmonthly expenses.

Education

• 2year/Associate's Degree(Preferred)
• Combination of relevant education and experience may be considered in lieu of degree.
• Non DegreeProgram (Preferred)
• Vocational / Technical Degree (Preferred)

Certification / Licensure / Registration

• Not Applicable No Certification and Licensure Requirementsrequiredor preferred

Experience and Skills

• *2 - 4 years Administrative/clerical support for mid- to upper-level management, preferably in a healthcaresetting (Required)
• *2 - 4 years Proven ability to use independent judgement and function autonomously (Required)
• *2 - 4 years Working knowledge of medical terminology (Preferred)

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Company Name: University of Maryland Medical System
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Website: https://careers.umms.org/us/en/job/...
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