Department Secretary- Emergency Medicine

Overview

The ED Department Secretary is a crucial member of the team, responsible for ensuring efficient administrative operations within the department. This role encompasses a variety of clerical tasks and support for quality improvement efforts. The ideal candidate will demonstrate strong organizational and communication skills, with a commitment to delivering high-quality service.

• Clerical Tasks:
• Perform general clerical tasks such as typing, filing, photocopying, and maintaining accurate records.
• Prepare, edit, and format correspondence, reports, and presentations as needed.
• Perform Payroll edits daily in Paylocity and sign off on Payroll Mondays.
• Prepares agenda packets and announcements for all meetings falling under Emergency Services as directed, and transcribes minutes as needed.
• Sends out the ED Provider monthly schedule from ApolloMD.
• Review the daily ED log for accuracy.
• Assists the Emergency Department providers with continuing education program registration and accommodations and keep log of providers CME hours.
• Office Management:
• Monitor and maintain office supply inventory, ordering supplies as necessary for timely delivery and organization.
• Ensure confidentiality and security of sensitive information.
• Communication:
• Answer and direct incoming phone calls professionally, taking messages and relaying information to appropriate personnel.
• Reviews all incoming and outgoing correspondence determining proper action.
• Communicate effectively with patients, families, and healthcare teams for any billing inquiries and general information.
• Facilitate teamwork among office staff and communicate with various departments to ensure smooth operations.
• Scheduling and Coordination:
• Maintains a schedule of appointments, coordinating activities and meetings for the Medical Director and Director of Emergency Services.
• Data Management:
• Input and update data in databases and spreadsheets, ensuring accuracy and completeness.
• Quality Improvement:
• Participate in departmental quality improvement initiatives and data collection efforts, promoting process improvements.
• Flexibility and Teamwork:
• Maintain a positive and professional attitude in all interactions.
• Stocks EMS room daily witi drinks and snacks.
• Assists with entering cases into the Trauma Registry, as needed.
• Assist in the preparation of departmental promotional materials and presentations.
• Participate in team meetings and contribute to discussions on departmental improvements.
• Perform additional duties as assigned by the supervisor.

• Clerical Tasks:
• Perform general clerical tasks such as typing, filing, photocopying, and maintaining accurate records.
• Prepare, edit, and format correspondence, reports, and presentations as needed.
• Perform Payroll edits daily in Paylocity and sign off on Payroll Mondays.
• Prepares agenda packets and announcements for all meetings falling under Emergency Services as directed, and transcribes minutes as needed.
• Sends out the ED Provider monthly schedule from ApolloMD.
• Review the daily ED log for accuracy.
• Assists the Emergency Department providers with continuing education program registration and accommodations and keep log of providers CME hours.
• Office Management:
• Monitor and maintain office supply inventory, ordering supplies as necessary for timely delivery and organization.
• Ensure confidentiality and security of sensitive information.
• Strong multitasking abilities
• Communication:
• Answer and direct incoming phone calls professionally, taking messages and relaying information to appropriate personnel.
• Reviews all incoming and outgoing correspondence determining proper action.
• Communicate effectively with patients, families, and healthcare teams for any billing inquiries and general information.
• Facilitate teamwork among office staff and communicate with various departments to ensure smooth operations.
• Scheduling and Coordination:
• Maintains a schedule of appointments, coordinating activities and meetings for the Medical Director and Director of Emergency Services.
• Data Management:
• Input and update data in databases and spreadsheets, ensuring accuracy and completeness.
• Quality Improvement:
• Participate in departmental quality improvement…