Confidential Clerk (Biomedical) Job Description - Washington Hospital Healthcare System

Division: Operations and Support, Biomedical Engineering

Job Title:  Confidential Clerk (Biomedical)

Job Code: 513

Position Summary

Under the direction of the Biomedical Engineering Director and as part of the Biomedical Engineering Team, Confidential clerks perform a variety of clerical support services for the efficient operation of the department. Frequently accomplish projects by using computer programs, telephone, and filing documents.

In addition to performing the essential functions listed below, may also be assigned other duties as required.

Statement of Accountability

Reports to:  Biomedical Engineering Director

Qualifications

• Education
• Licensure
• Work Experience
• Skills/computer/ specific technical

• Other qualifications, miscellaneous

Specify if qualifications are Required or Preferred

Education:

High school diploma or equivalent. Required.

Knowledge of basic medical terminology. Preferred.

Licensure: N/A

Work Experience:

Previous experience in Health care. Preferred

Knowledge of Microsoft Word, Excel, Power Point, Access, and VISIO. Preferred

SkilIs/computer/specific:

Demonstrate a professional manner in the work place.

Ability to organize time.

Able to extend courtesy and consideration to the hospital staff and vendors.

Accurate data entry, and filing

Attention to details

Achieving Results

Key Components: assess, plan, evaluate, demonstrate initiative, quality of work, productivity

1. Answer phones in a timely manner
2. Route calls to proper Technician, or receive work order request
3. Accurately enter work order data into Computerized Maintenance Management System (CMMS)
4. Accurately enter new devices into CMMS
5. Create and edit Excel and Word documents
6. Accurately file hard copies of work orders
7. File documentation as assigned
8. Call vendors to schedule work, and to follow-up with issues
9. Call back departments with work status as needed
10. Order parts and supplies
11. Take minutes at staff meetings, and other meetings.
12. May be assigned other duties as needed
13. Review invoices accuracy for processing and payments by the Biomedical Engineering Director.
14. Address customer needs and inquires in a courteous fashion
15. File and Prepare contract documents as assigned by Biomedical Engineering leadership

Demonstrates Skill

Key Components: competency, job knowledge, organizational skills, analytical skill, management of information, employee & patient safety

1. Keeps files neat and accurate
2. Ability to enter data accurately and effectively
3. Provide professional, courteous and caring service to staff, patients, and vendors
4. Ability to maintain confidentiality
5. Works well with department staff, other Hospital Departments and vendors.

Planning & Coordinating

Key Components: delegates, decision making, problem solving, management of resources

1. Efficiently uses time to enter data, file documents, and place/receive phone calls.
2. Consults with Lead Biomedical Tech, or Director with questions and issues.
3. Rejects incomplete paperwork and check with Biomed leadership for guidance
4. Review invoices accuracy for processing and payments by the Biomedical Engineering Director.

Professionalism

Key Components: dependability, interpersonal skills, teamwork, patient first ethic, customer service, communication skills, punctuality/attendance, receptiveness to criticism, judgment, confidentiality

1. Answer phones in a timely manner
2. Deliver phone messages to the proper people in the department as needed.
3. Address customer needs and inquires in a courteous fashion
4. Remain calm under pressure

Improving the Organization

Key Components: performance improvement, quality initiatives

1. Completes Health Stream modules as pertains to duties.
2. Attends 90% of staff meetings or reads minutes.
3. Comply with all TJC, HIPAA Standards.

Self-Development

Key Components: maintain license/certification, education and training

1. Demonstrates an awareness of self-responsibility and accountability for improving own level of performance. Seeks to improve performance by participating in self-development activities.
2. Perform all other miscellaneous duties as assigned.
3. Work Aids -CMMS, Word, Excel, multi-line telecommunication systems, paper cutters, whole punch, staplers, copier, fax machine, laser printer, and all other office equipment.

Regulatory Compliance

Key Components: TJC, Title 22, OIG, HIPAA, State/Federal laws, hospital policies

1. Demonstrates an awareness and sensitivity to patient's rights and patient confidentiality. Keeps confidential all information acquired through job activities.
2. Completes Health Stream.
3. Complies with HIPAA Standard, Hospital Regulations, Standards and Policies.
4. Complies with TJC.
5. Observes Hospital Policies, Department Policies and Procedures, Infection Control, Hazardous Materials and Waste Program, Fire and Disaster Procedures.
6. Be alert of unauthorized personnel or unusual occurrences. Report to security as needed.

Prepared by:

Title:

Date:

Approved by:

Title:

Date:

Personnel Office Review:

Date:

Revised Date:

Lifting Objects/Patients

Back Injuries

Hernias

Understand A&P of back, causes of back pain, preventive approaches, use of aids when lifting.

Preventive measures when lifting and use aids when lifting.

Slip/Trip/Falls 

Contusions, Sprains, Strains

Avoid undue speed.  Use handrails.  Clean up spills immediately.

Fires & Natural Disasters

Burns & All Types of Injuries

Recognize possible causes of fires.  Smoking materials, faulty equipment.  Employees should educate patients.  Compressed gasses are flammable & under pressure so must be handled with care.  Workers need to be familiar with disaster plans and know exit routes.

Electrical Hazards

Shocks & Burns

Be aware of unsafe equipment and appliances.  Attend electrical safety classes and seek assistance if any unsafe areas are noted.

Assaults

Minor Injury to Death

Employees need to be cognizant to potential dangers to ensure safety.  Awareness of existing security measures and defensive behavior can protect employee from assaults.

Needles & Sharps

Cuts, Punctures, Lacerations

Sharps should be discarded in designated containers.  Employees should exam & handle soiled linens & similar items as if they contained hazardous items.

Obstacles & Broken Objects

Abrasions, Contusions, and Lacerations

Arrange furniture to allow free movement about the room.  Keep doors & drawers closed when not in use.  Clean/discard broken objects properly (i.e. broken glass should be swept up - not picked up with fingers).

Possible Exposures to Infections Hepatitis/Tuberculosis/Cytomegalovirus/Varicella/AIDS/Herpes/Staph Infections, Lice/Scabies/Rubeola

Infection

Use Infection Control procedures as defined in Infection Control manual.  These include handwashing, protective clothing, knowing the risks.  Label linens and wastes properly.

Possible exposure to acids & other chemicals used within the hospital

Refer to MSDS's

Employees should follow procedures as explained in their department Hazardous Material training and refer to MSDS's before using/handling any chemical.  Follow procedures and do not use any chemical without proper labeling.

Latex

Dermatitis to death

Alert supervisor if you feel that you are allergic to latex materials. Use non-latex gloves for sterile procedures.

Soaps, Detergents, Cleaning Solutions

Dermatitis

Follow Departmental procedures.  Protective clothing is available if Dept. is unable to substitute agents that do not cause dermatitis.

Ergonomic Problems

Wide Variety of Musculoskeletal nervous disorders

Body mechanics, positioning of equipment/furniture, and repetitive actions can cause employees to experience a variety of physical problems.  Employees should follow safe body mechanics as described in hospital education.  Employees are encouraged to seek assistance from their supervisor if they feel a task is causing them to experience physical problems.  Work site evaluation may be indicated and this should be discussed with Director.             

Possible Chemical Exposure

Refer to MSDS's

Employees work with a variety of chemicals within the lab setting.  Employees receive training upon hire and also are expected to review the Chemical Safety Plan yearly.  Employees are expected to follow safe working procedures as instructed.

Possible exposure to radiation

Sterility, Cancer, Shortened Life Expectancy

When appropriate, employees should wear film  badges (they are monitored routinely) and use lead aprons, gloves, or shields.  Identify and appropriately manage radiation therapy patients and their secretions.

Possible Exposure to Chemotherapeutic Agents

Refer to MSDS's

Employees involved in preparation or administration of chemotherapy drugs have potential for exposure.  Employees must undergo training in their department and should follow procedures as directed.

Exposure to Video Display Terminals

Eye strain & stress in addition to ergonomic complaints

It is unknown if significant visual dysfunction results from long-term use of VDT's.  Problems may be controlled with control of lighting and glare, the color contrast, and workers should have adequately corrected vision.  Employees should seek assistance from their supervisor if they feel VDT is causing problems for them.