Department Coordinator / 40 Hours (2P-10.30P) / Nwh - Operating Room

The Department Coordinator is a professional whose primary responsibility is the coordination of non-nursing/non- clinical activities essential to the effective functioning of the Operating Room. (S)he acts as the central contact person for the OR; performs billing, administrative support, and clerical and reception duties; orders forms, office supplies and other supplies for the unit.

• Acts as unit receptionist; greets, directs and assists all persons arriving on the unit; answers phone; receives and relays messages accurately and in a timely fashion.
• Coordinates the non-nursing activities which are essential to the functioning of the nursing unit. 
• Acts as liaison between the nursing unit and other departments to facilitate the coordination and delivery of patient services.
• Functions as expert user of the electronic OR schedule.
• Runs errands as directed.
• Requisitions supplies and equipment; maintains designated par levels of supplies.
• Handles information which may be of a confidential and/or sensitive nature.    
• Under the direction of the OR Leadership Team, assists with the planning, coordination, and implementation of the daily surgical schedule.
• Collaborates with the Department of Anesthesiology, Central Scheduling and Clinical Care Management Team in schedule review and early problem identification.
• Assists the Clinical Care Manager in verifying the accuracy and feasibility of the next day's schedule.
• Schedules the addition of urgent/emergent cases appropriately.
• Collaborates with the anesthesiologist in charge and Or Leadership Team in assigning urgent/emergent case start times.
• Manages the timely transportation of patients.
• Communicates to surgeons and appropriate nursing units the status of schedule start accuracy, changes and delays.
• Demonstrates an ability to set priorities in coordinating non-nursing unit activities. 
• Demonstrates an ability to trouble shoot and intervene when problems arise.
• Works in a collaborative relationship with other health care providers.
• Maintains positive inter-departmental communication. 
• Effectively communicates the values of Newton-Wellesley Hospital to staff and patients.
• Participates in selected Hospital committees at the discretion of the OR Leadership Team.
• Reports any sick calls and/or other changes in daily staffing schedule to  Clinical Care Manager.
• Monitors ongoing projects and target dates to assure timely progress by the Department.
• Provides administrative support (taking minutes and preparing agenda) for department meetings as directed by the OR Leadership team. 
• Preparation of reports, minutes, graphs, spreadsheets and other materials required to adequately support needs of department. 
• Organizing and maintaining files, confidential records, logs and other controlling systems; retrieves files as needed.  Develops and maintains systems to assure accurate, confidential and retrievable information.
•  Providing and/or coordinating administrative support for special projects as assigned by Management Team of Peri-operative Services or designee.
• Preparing and processing forms and requisitions, as assigned.
•  Operating hospital computer, Microsoft word, Excel, PeopleSoft, PowerPoint, fax and telecommunication systems.
• Maintains established hospital/departmental/unit policies, procedures, objectives, quality assurance, safety, environmental and infection control.
• Prepares weekly payroll for department and acts as liaison with Payroll department for payroll questions, problems and errors.
• Screening incoming calls and relaying messages and/or information appropriately.
• Responsible for compiling specified statistics on a monthly basis and preparing summary reports for management.
• Understands booking/scheduling functions as they relate to the overall functions of the Operating Room, PACU, CSR, etc.
•  Promotes customer satisfaction within the unit.
•  Participates in Quality/Process Improvement activities in the department.
•  Assists with the communication/planning/implementation of Quality Improvement activities. 

Education

• • High School graduate or equivalent experience

Experience

• • 3-5 years secretarial experience preferred
  • HealthCare experience preferred

Licenses, Certifications, and/or Registrations

• • CPR training required

Knowledge and Skills

• • Organizational and/or supervisory skills
  • Excellent oral communications skills with emphasis on customer satisfaction
  • Ability to creatively problem solve and prioritize issues
  • Excellent interpersonal relations
  • Medical terminology required      
  • Computer skills required
  • Previous clerical experience in a patient setting preferred
  • Understanding of compilation of basic statistics
  • Ability to identify potential problems/issues and communicate such in a constructive manner to appropriate personnel