Administrative Associate III, Patient Care Services
University of Maryland Medical System

Job Requirements

Demonstrates competency in performing clerical duties and support consistent with the mission and values of the University of Maryland Rehabilitation and Orthopaedic Institute (UMROI) and in accordance with regulatory requirements.

Serves as a fully engaged member of the interdisciplinary patient care services team. Independently performs diversified clerical and support duties to leadership. Independently plans, coordinates, schedules, gathers and processes data and electronic materials to support leadership functions. Performs duties of a highly confidential nature that require comprehensive knowledge of organizational policies and operations.

Must demonstrate the knowledge and skills necessary to provide care appropriate to the age, culture, ethnicity, and specific individual diagnostic needs of the patients served in his/her department. He/she must be able to assess and interpret data about the patient's status in order to identify each patient's specific needs and provide the care needed by the patient group (pediatric, adolescents and/or geriatric patient group, culture and diagnostic specific).

Consistently expresses and demonstrates compassion and courtesy for patients. Extends courtesy and support to patient's families/visitors.

Reports directly to a PCS Manager or Director; may support other individuals

Principal Responsibilities and Tasks

The following statements are intended to describe the general nature and level of work being performed by the person assigned to this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

• Kronos
• Maintain master listings for Rehab position control (FTEs) at unit level.
• Type, transcribe, fax, copy, file and coordinate documents and data.
• Manager/Director support: Maintain employee files
• Manager/Director support: Meeting Agendas and Minutes
• Manager/Director support: Education activity support & tracking
• Manager/Director support: Maintain calendar and appointments
• Maintain monthly operational data (sitters, trips, census, admissions).
• Assist with budget data entry.
• Initiate and track corporate credit card purchases.
• Respect for individuals, Customer Service, Teamwork and Collaboration:
• Performs management information tasks that are appropriate to the age, culture, ethnicity, spirituality, and individual needs of the persons served.
• Initiates and reports service recovery steps taken in response to customer concerns
• Models excellence in customer service behaviors. Identifies and acts on opportunities to respond to customer requirements.
• Takes action to prevent potential customer complaints.
• Maintains confidentiality of patient information (HIPAA).
• Initiates and reports service recovery steps taken in response to customer concerns.
• Serves as collaborative member of the interdisciplinary team.
• Voices difference in opinion professionally through appropriate channels.
• Effectively works with team members in problem solving, effective communication strategies, and conflict resolution.
• Develops effective working relationships with team members.
• Acts as an intermediary, interacting with officials, staff at all levels, and the public.
• Leadership, Clinical, and/or Technical Skills
• Independently plans, coordinates, schedules and follows up on activities to support leadership functions and desired outcomes.
• Gathers, types, processes and distributes data and electronic material in accordance with leadership needs.
• Independently screens and proofs materials for accuracy and furnishes final product prior to distribution or deadline.
• Responds to operational problems. Reports to appropriate authority, including follow-up
• Maintains orderly appearance of work area.
• Anticipates leader's course of action when absent and facilitates problem resolution. Makes administrative decisions within authorized scope.
• Establishes and maintains complex filing systems in accordance with department procedures and TJC record keeping requirements
• Demonstrates resourcefulness in researching various documents and resources necessary in handling inquiries.
• Coordinates and tracks workflow, schedules, projects, and committee decisions to ensure paperwork is complete and follow-up services are provided in a timely fashion.
• Composes correspondence on department issues on behalf of leadership.
• Other duties, as assigned.
• Quality and Patient Safety:
• Appropriately offers and conveys pertinent information to appropriate manager.
• Ensures the safety of the environment for patients, visitors, and staff members.
• Detects, reports, and takes action to avoid or correct safety risks and reports appropriately to manager.
• Designs and maintains data systems that support regulatory and quality goals of department/organization.
• Demonstrates knowledge, practice, and accountability for compliance with the TJC National Patient Safety Goals within role.
• Participates in TJC activities.
• Assists during internal/external disasters or other major events.
• Cost Effectiveness:
• Seeks to employ cost effective strategies that optimize financial outcomes of department.
• Employs practices that improve efficiency, reduce costs, and improve workflow.
• Demonstrates effective priority-setting and time management skills.
• Orders and replenishes appropriate stock of office supplies, forms, etc.
• Determines necessary space, equipment, supplies and support systems to ensure effective functioning of department.
• Education and Research:
• Assumes responsibility for maintaining competency base related to role.
• Self-identifies and addresses learning needs.
• Attends required in-services. Completes written and/or computerized training.
• Participates in data collection for approved research projects as directed by the Manager or Director
• Type, transcribe, fax, copy, file, and coordinate documents and data.
• Survey Sweeper

Education & Experience

• AA Degree preferred. High School diploma or equivalency certificate (GED) required.
• Three to five years experience in business environment required.
• One year of experience in a health care facility preferred.
• Ability to type a minimum of 50-60 wpm.
• Professional verbal and written communication skills and interpersonal relationship skills
• Ability to organize work priorities, perform several duties simultaneously and function in stressful situations.
• Ability to work independently.
• Demonstrate judgment and self-sufficiency in effective problem solving.
• Experience and proficiency in Microsoft Office Suite and ability to learn new computer systems utilized by unit/department.

Knowledge, Skills and Abilities

• Ability to establish and maintain courteous and effective relationships, and demonstrate sensitivity and awareness of customer needs; when dealing with patients/visitors, co-workers and healthcare staff.
• Highly effective verbal, written and interpersonal skills to communicate effectively with medical staff, colleagues, patients and/or visitors to establish working relationships that foster quality customer service. Familiarity with medical terminology is mandatory in the majority of departmental areas.