Job Details

Unit Administrative Assistant

At Houston Methodist, the Unit Administrative Assistant (UAA) position performs key functions that support the interprofessional team in delivering high quality, cost-effective care. This position assists with the process for transfers or transport for procedures and employs effective communication skills in all interactions and promotes excellent customer relations. The UAA position provides prompt and personalized service to all patients, responding to the nurse call system as appropriate, contacting nursing personnel, and follows through with meeting patient needs. This position oversees multiple priorities and uses organizational skills to maintain an orderly environment and maintains competency requirements for computer medical terminology and other job-related functions, while practicing Patient and Family Centered Care in concert with Houston Methodist ICARE values: Integrity, Compassion, Accountability, Respect and Excellence.

Houston Methodist Standard

PATIENT AGE GROUP(S) AND POPULATION(S) SERVEDRefer to departmental "Scope of Service" and "Provision of Care" plans, as applicable, for description of primary age groups and populations served by this job for the respective HM entity.

HOUSTON METHODIST EXPERIENCE EXPECTATIONS

• Provide personalized care and service by consistently demonstrating our I CARE values:
• INTEGRITY: We are honest and ethical in all we say and do.
• COMPASSION: We embrace the whole person including emotional, ethical, physical, and spiritual needs.
• ACCOUNTABILITY: We hold ourselves accountable for all our actions.
• RESPECT: We treat every individual as a person of worth, dignity, and value.
• EXCELLENCE: We strive to be the best at what we do and a model for others to emulate.

• Practices the Caring and Serving Model

• Delivers personalized service using HM Service Standards

• Provides for exceptional patient/customer experiences by following our Standards of Practice of always using Positive Language (AIDET, Managing Up, Key Words)

• Intentionally collaborates with other healthcare professionals involved in patients/customers or employees' experiential journeys to ensure strong communication, ease of access to information, and a seamless experience

• Involves patients (customers) in shift/handoff reports by enabling their participation in their plan of care as applicable to the given job

• Actively supports the organization's vision, fulfills the mission and abides by the I CARE values

Responsibilities

PEOPLE ESSENTIAL FUNCTIONS

• Provides prompt and personalized service to all patients. Responds to the nurse call system, contacts nursing personnel as appropriate, and follows through with meeting patient needs. Answers incoming telephone calls for the unit and transfers as appropriate. Facilitates and supports effective throughput with timely communication. Greets patients and visitors to the unit, assisting with directions, information and guidance.

• Communicates in a positive and effective manner to all health care team members and reports pertinent patient care and family data in a comprehensive and unbiased manner. Escalates issues to staff and leadership as needed. Uses time efficiently, consistently offers assistance, and responds positively to requests for assistance from other team members.

• Provides contributions towards improvement of department scores for turnover/retention/employee satisfaction on unit-based scorecard, i.e. peer-to-peer accountability.

SERVICE ESSENTIAL FUNCTIONS

• Organizes the unit work flow, paperwork as needed, pro-actively problem-solves, anticipating needs, and managing multiple ongoing priorities with minimal supervision. Pull/print daily reports per unit standard, which may include daily shift report, charge nurse reports, handoff reports and/or My Daily Care Plan.

• Coordinates the requests to Facilities Management/Maintenance and Biomed regarding department needs or broken equipment. Rounds through the unit, per unit expectations, to check for environmental or equipment needs, and other assistance that may be needed. Serves as an in-house courier which may include retrieving blood, hand delivering labs, tele boxes, etc.

• Assists with calls to physicians and their office, bed management, transfer services or other floors, coordinating with Operations Administrator as needed. Assists with the process for transfers or transport for procedures. Follows up calls for tests and procedures as directed by the nurse as appropriate. Removes the patient from the system upon discharge or transfer.

• Role models skills, through peer-to-peer accountability, to contribute towards improving department score for patient satisfaction on unit-based scorecard.

QUALITY/SAFETY ESSENTIAL FUNCTIONS

• Monitors and addresses noise level of unit to improve or impact patient satisfaction. Responds to patient calls promptly.

• Reports observations, conditions and problems of patients to licensed personnel to achieve desired patient outcomes. Provides for the privacy of patients and families, keeping the safety of the patient in mind.

• Contributes towards improving quality and safety scores on the unit-based scorecard, through peer-to-peer accountability. Supports initiatives to prevent conditions such as pressure injuries, patient falls and hospital-acquired infections.

FINANCE ESSENTIAL FUNCTIONS

• Self-motivated to independently manage time effectively and prioritize daily tasks, minimizing incidental overtime. Utilizes time efficiently and helps other team members.

• Monitors and orders supplies to maintain par levels, including all forms needed for the unit, notifying leadership when supplies are reaching a shortage. Uses resources efficiently; does not waste supplies.

• Assists with patient and staffing needs (floats) across the service line or hospital within the scope of their role or validated competencies.

GROWTH/INNOVATION ESSENTIAL FUNCTIONS

• Offers innovative solutions through participation in performance improvement projects and shared governance activities. Follows up on action items as necessary to ensure completion of assignments.

• Identifies and assumes responsibility of own learning needs, consults with healthcare team experts and seeks continuing education opportunities to meet those needs. Completes and updates the individual development plan (IDP) on an on-going basis. Ensures own career discussions occur with appropriate management.

This job description is not intended to be all-inclusive; the employee will also perform other reasonably related business/job duties as assigned. Houston Methodist reserves the right to revise job duties and responsibilities as the need arises.

Qualifications

EDUCATION

• High School diploma or equivalent education (examples include: GED, verification of homeschool equivalency, partial or full completion of post-secondary education, etc.)

WORK EXPERIENCE

• Two years of secretarial/office, college/vocational training or patient care

• Prior health care experience and/or medical terminology preferred

License/Certification

LICENSES AND CERTIFICATIONS - REQUIRED

• N/A

LICENSES AND CERTIFICATIONS - PREFERRED

• BLS - Basic Life Support (AHA)

KSA/ Supplemental Data

KNOWLEDGE, SKILLS, AND ABILITIES

• Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through on-going skills, competency assessments, and performance evaluations.

• Sufficient proficiency in speaking, reading, and writing the English language necessary to perform the essential functions of this job, especially with regard to activities impacting patient or employee safety or security.

• Ability to effectively communicate with patients, physicians, family members and co-workers in a manner consistent with a customer service focus and application of positive language principles.

• Ability to operate and troubleshoot equipment (fax, PC, printers, telephones, etc.)

• Highly proficient computer