Administrative Aide - Patient Care Services

Cook County Health

Full-time

Hospitals

About the position

The Administrative Aide position within the Patient Care Services Department is a vital role that supports the clerical operations and needs of the unit/division. Under the supervision of the manager or supervisor, the administrative aide is responsible for maintaining the integrity of medical records and providing essential clerical and administrative support to patient care providers. This role serves as a customer service representative, interacting with patients, nurses, physicians, correctional officers, and other Cermak employees to ensure smooth operations and effective communication within the healthcare environment. The administrative aide is expected to uphold the philosophy, goals, and objectives of Cermak and the Patient Care Services Department, contributing to a positive and efficient patient care experience. In this role, the administrative aide will handle various tasks, including answering unit telephones, documenting messages, and relaying them to the appropriate personnel in a courteous and effective manner. The aide will also transcribe medical orders from charts and prescriptions to medication administration records, ensuring accuracy and timely communication with nursing staff for verification. Additionally, the aide may assist in scheduling patients for sick calls, assembling and maintaining patient medical records, and routing charts during patient transfers or discharges. The position requires flexibility and adaptability to changes in healthcare delivery, as well as the ability to assist provider staff in maintaining inventory and supplies. The administrative aide will also be responsible for keeping the unit's Daily Log updated with admissions, discharges, and transfers, participating in quality assurance audits, and assisting new personnel in their orientation to the environment. Adherence to dress code policies and compliance with facility and corporate policies, including HIPAA guidelines, is essential. The aide must demonstrate a positive attitude, effective communication skills, and a commitment to maintaining a safe and clean working environment, all while ensuring the efficient running of the unit/division.

Responsibilities

• Answer the unit telephones and relay messages to the appropriate person in a pleasant and effective manner.
• Transcribe medical orders from charts and prescriptions to medication administration records and communicate them to nursing for verification.
• Schedule patients for sick-call under supervision and maintain proper order of patient medical records.
• Route charts when patients are transferred or discharged following unit/division procedures.
• Utilize CIMIS for diet entry and location verification as needed.
• Assist provider staff in maintaining inventory and supplies.
• Maintain a stock of forms and pick up supplies as needed.
• Run errands to other departments such as Lab, X-ray, and ER as required.
• Complete unit data collection and statistical reports after review by the manager.
• Keep the unit Daily Log updated with admissions, discharges, and transfers.
• Participate in QA audits for the unit and assist new personnel in orientation.
• Notify the supervisor of division activity or problems in a timely manner.
• Adhere to dress code policy and maintain a professional appearance.
• Assist providers with documentation and communication during emergency situations.

Requirements

• High School Diploma or GED equivalent.
• Work experience in a healthcare environment, including knowledge of medical terminology.