This position will relocate to Katy in 2023.

JOB SUMMARY

At Houston Methodist, the Clerical Coordinator position is responsible for providing administrative support to the department while executing daily operations efficiently and accurately and performing duties of other office staff. In addition to providing oversight of department resources to align with budgetary goals and objectives, as appropriate, this position is responsible for coordinating projects and work as assigned, which may include scheduling and organizing meetings, coordinating department activities, preparing presentations, processing documents, e.g. medical records, etc., as needed. Additional duties for the Clerical Coordinator position may require considerable experience, skill and knowledge of organization’s policies and practices, operating a personal computer and utilizing software applications for word processing, presentations and databases. The Clerical Coordinator position requires the ability to coordinate and complete projects with minimal supervision and must be capable of working independently or as part of a team.

PRIMARY JOB RESPONSIBILITIES

Job responsibilities labeled EF capture those duties that are essential functions of the job.

PEOPLE - 25%

• Serves as preceptor, mentor, and resource to less experienced staff. Coordinates training to department personnel on required processes for various department tasks, e.g. ordering supplies, scheduling, patient paperwork, etc. Collaborates with department staff members to ensure the required resources are available for scheduled meetings and department activities. Coordinates office staff schedules, as appropriate, to provide daily staff coverage to promote/maintain smooth department operations. (EF)
• Identifies, anticipates potential customer problems and resolves patient and visitor issues with highest level of customer service, professionalism and compassion. Promotes excellent teamwork and department communication. Provides an effective communication link between patient and medical staff, assisting patients when needed. (EF)
• Role models’ healthy work relationships such as mitigation of conflict, leading problem-solving and resolution efforts. Conducts self in a manner that is congruent with cultural diversity, equity and inclusion principles. Recommends initiatives to improve department scores for employee engagement. (EF)

SERVICE - 30%

• Coordinates and provides routine duties associated with department functions and services, e.g. reception, scheduling, supplies, responds to patient/customer requests or flow/office clerical resources, pre-authorizations etc. Maintains timelines for follow up and prioritization of department projects and tasks. (EF)
• Compiles and composes a variety of correspondence, department reports and presentations using the appropriate office equipment and software for word processing, graphics and spreadsheets. (EF)
• Independently completes requests from management for routine changes in department processes, e.g. wayfinding, physical signs and on-line systems. Organizes and maintains department files, manuals and records to assure ready access to information. (EF)
• Establishes a safe and harmonious environment to provide the highest standard of service. Initiates improvement of department/practice for customer service and/or patient satisfaction and/or department key performance indicators. (EF)

QUALITY/SAFETY - 25%

• Directs problem definition and resolution activities, following managerial review, as appropriate. May perform initial investigation and information for internal and external complaints to management. Follows up on action items to ensure completion of assignments, ensuring all deadlines are met. (EF)
• Protects privacy rights and maintains confidentiality of patient information and computer security codes, as well as protects the integrity of privileged information. (EF)
• Participates in department quality improvement processes. May assist management to assure Environment of Care rounds are performed. Contributes towards improving department/practice quality and safety scores. (EF)

FINANCE - 10%

• Exhibits judicious use of department resources to maximize operational budget. Maintains and reconciles supply levels to ensure compliance with department budget operations while maintaining financial efficiency. Coordinates, uses sound judgement and fiscal responsibility, processing and resolution of requisitions, vouchers, purchase orders, and capital/project materials, as appropriate. (EF)
• Self-motivated to independently manage time effectively and prioritize daily tasks, minimizing team incidental overtime. Utilizes time efficiently and helps other team members. (EF)

GROWTH/INNOVATION - 10%

• Identifies innovative solutions for process improvement to make processes work better for patients, visitors, and department. (EF)
• Seeks continuous professional development opportunities on topics such as guest relations, patients' rights, and medical issues. Completes and updates the My Development Plan on an on-going basis. Ensures own career discussions occur with appropriate management. (EF)

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.

EDUCATION REQUIREMENTS

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

EXPERIENCE REQUIREMENTS

o Four years of secretarial, clerical support or related experience, including one-year healthcare related experience

• Note that employees may be required to be on-call during emergencies (ie. Disaster, Severe Weather Event, etc) regardless of selection above.