Washington Hospital Healthcare System Job Description �
Division: Patient� Care Services �
Job Title:� Business Assistant �
Job Code: 10G �
Position Summary �
The Business Assistant performs and provides non-clinical business �
support functions including, but not limited to, scheduling, staffing, �
and reporting for the assigned department.� Frequently accomplishes �
projects by using computer programs.� Participates as a departmental �
representative as assigned. �
In addition to performing the essential functions listed below, may �
also be assigned other duties as required. �
Statement of �
Reports to:� Nursing Director �
Accountability �
Qualifications �
• Education �
• Licensure �
• Work Experience �
• Skills/computer/ specific �
technical �
1. �
2. �
High school graduate or equivalent required. �
Business college, Associate Degree or higher in business or �
computer systems credential for Microsoft programs; medical �
terminology preferred. �
3. �
4. �
.
Previous healthcare experience as a staffing clerk, unit clerk, �
account representative, executive assistant, or other �
administrative role. �
▪ Other qualifications, �
miscellaneous �
Specify if qualifications are �
Required or Preferred �
5. �
6. �
7. �
8. �
9. �
.
Ability to read, write and comprehend medical terminology. �
Emotional stamina to work in stressful environment. �
Effective written and verbal communication skills. �
Previous experience in staffing, scheduling, timekeeping, or �
payroll, preferably� within a healthcare setting. �
Typing or keyboarding approximately 30 wpm. �
Working knowledge of the following computer programs:� MS �
Excel, MS Outlook, MS PowerPoint, MS Word required. �
Knowledge of or willingness to learn: Adobe, Acrobat, MS �
Access, MS FrontPage, Microsoft Office products,� MS Visio, , �
Trendpath, ADP, Workday and/or other applications or �
programs as needed. �
10. �
11. �
12. �
Essential Job Responsibilities �
Achieving Results �
Key Components: assess, �
plan, evaluate, demonstrate �
initiative, quality of work, �
productivity �
1. �
Works to support the mission, vision, and values� of �
Washington H Health. �
2. �
Performs ongoing� and long term assessment of department �
staffing needs� in collaboration with the Nurse �
Manager/Director and Staffing Office. �
3. �
4. �
Audits assigned processes and aggregates data for �
leadership review. �
Prepares and posts departmental quality reports as requested �
by leadership based on unit and/or divisional goals. �
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Job Description: �
Page 2 �
Business Assistant �
Essential Job Responsibilities �
Demonstrates Skill �
Key Components: �
competency, job knowledge, �
organizational skills, �
analytical skill, management �
of information, employee & �
patient safety �
1. �
Demonstrates competency in performing the skills necessary: �
a. �
b. �
c. �
d. �
e. �
Filing �
Telephone skills �
Transcription �
Ordering �
Computer software applications and programs to �
include Microsoft Word,� Excel, Outlook,� and Power �
Point �
f. �
Computer software� programs for staffing, scheduling, �
and payroll. �
2. �
3. �
Demonstrates ability and willingness to learn new software �
applications and programs as technology changes or updated. �
Performs unit-based staff scheduler function, observing �
memoranda of understanding for all employee classifications �
assigned. �
4. �
5. �
Demonstrates current knowledge of unit care activities as it �
relates to staffing and scheduling.. �
Has delegated autonomy in development and projection of �
schedules but requires appropriate authorization(s) as �
established by Manager/Director. �
6. �
Maintains accurate� records related� to schedules, employee �
files and other documents required to support the regulatory �
and compliant operation of the unit. �
7. �
8. �
Releases information as required while maintaining �
confidentiality of records. �
Assists with meetings as assigned: scheduling, publishing of �
meeting, and/or minute taking.� Processes and distributes �
minutes in a timely manner.9.Prepares reports and �
presentations for leadership� review as assigned. �
Planning & �
Coordinating �
Key Components: delegates, �
decision making, problem �
solving, management of �
resources �
1. �
Formulates a plan in collaboration with the Manager/Director �
that ensures that direct and indirect services are provided for �
the unit. �
2. �
3. �
4. �
.
Adjusts time to accommodate needs of department. �
Collaborates with Manager/Director/designee� regarding �
departmental equipment and staffing needs.� Assists to order �
department supplies or equipment as needed �
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Job Description: �
Page 3 �
Business Assistant �
Essential Job Responsibilities �
Planning & �
5. �
Assists with department’s� staffing schedule on daily basis, �
Coordinating, Cont. �
coordinating adjustments with nurse staffing office personnel. �
6. �
Supports and acts as unit representative to Payroll to facilitate �
initial information entry and assist with or coordinate problem �
resolution for individual payroll corrections. �
7. �
Coordinates unit leadership’s calendar for appointments, �
interviews and ad hoc meetings as requested. �
May �
independently initiate calendar events within the unit only. �
Schedules other meetings as directed. �
8. �
1. �
Orders nonclinical departmental supplies as requested.� . �
Professionalism �
Demonstrates an awareness and sensitivity to patients’ rights �
and patient confidentiality.� Keeps confidential all information �
acquired through job activities. �
Key Components: �
dependability, interpersonal �
skills, teamwork, patient first �
ethic, customer service, �
communication skills, �
punctuality/attendance, �
receptiveness to criticism, �
judgment, confidentiality �
2. �
3. �
4. �
5. �
Demonstrates effective communication skills using interest- �
based communications and following chain of command. �
Demonstrates professional responsibility by following �
Hospital, Divisional, and unit-based policies and procedures. �
Demonstrates integrity and fosters teamwork among �
colleagues. �
Provides quality customer service and responds appropriately �
to customer complaints and compliments.� Customers may be �
defined as physicians, healthcare givers, hospital �
departments, patients, visitors and /or vendors. �
Improving the �
Organization �
Key Components: �
performance improvement, �
quality initiatives �
1. �
Participates in interdisciplinary performance improvement �
activities as requested. �
Self-Development �
Key Components: maintain �
license/certification, �
1. �
2. �
Demonstrates an awareness of self-responsibility and �
accountability for improving own level of performance. �
Seeks to improve performance by participating in self- �
development activities, in-services and continuing education �
that is appropriate to the area of clinical responsibility. �
education and training �
Regulatory �
Compliance �
Key Components: JCAHO, �
Title 22, OIG, HIPAA, �
State/Federal laws, hospital �
policies �
1. �
Demonstrates awareness of, and compliance with,� regulatory �
and licensing standards as it relates to the job classification �
(i.e., The Joint Commission, Title 22, OSHA,� HIPAA, CMS, �
CDPH, CA Privacy law and other service-specific regulations). �
2. �
Prepared by:� Nursing Management Team �
Date: 10/12 �
Date: �
Approved by: �
Title: VP,� CNO �
Personnel Office Review: �
Date: �
Revised Date:� 10/4/01; 3/02; 9/03; 1/05; 11/07; 5/10; 10/12; Reviewed 10/17; Revised 9/25 �
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Physical Requirements �
Job Title:� Business Assistant �
Job #:� 10G �
1. Physical� Activities – General description.� Show average time (0 – 8 hours) per workday. �
a. Sitting: �
None/minimal (0-1) �
None/minimal (0-1) �
None/minimal (0-1) �
None/minimal (0-1) �
None/minimal (0-1) �
Occasional (1-2) �
Occasional (1-2) �
Occasional (1-2) �
Occasional (1-2) �
Occasional (1-2) �
Frequent (3-4) �
Frequent (3-4) �
Frequent (3-4) �
Frequent (3-4) �
Frequent (3-4) �
Continuous (5+ Hrs) �
Continuous (5+ Hrs) �
Continuous (5+ Hrs) �
Continuous (5+ Hrs) �
Continuous (5+ Hrs) �
b. Walking: �
c. Standing: �
d. Bending: �
e. Squat,� kneel, �
crawl: �
2. Weight� lifted / force exerted.� Show average time (0 – 8 hours) per workday: �
a. 0� -25 lbs. (light): �
b. 26� - 50 lbs. (med): �
c. 51� + lbs. (heavy): �
None/minimal (0-1) �
None/minimal (0-1) �
None/minimal (0-1) �
Occasional (1-2) �
Occasional (1-2) �
Occasional (1-2) �
Frequent (3-4) �
Frequent (3-4) �
Frequent (3-4) �
Continuous (5+ Hrs) �
Continuous (5+ Hrs) �
Continuous (5+ Hrs) �
d. Describe� type of activity: �
e. Details� of heaviest item/activity: �
3. Repetitive� use of hands. Show average (0 – 8 hours) / workday: �
Pushing/Pulling �
Reaching above shoulder level �
Lifting �
Carrying. �
a. Both� hands: �
b. Dominant� only: �
c. Dexterity: �
None/minimal (0-1) �
None/minimal (0-1) �
Simple grasping �
Occasional (1-2) �
Occasional (1-2) �
Power grasping �
Frequent (3-4) �
Frequent (3-4) �
Fine manipulation. �
Continuous (5+ Hrs) �
Continuous (5+ Hrs)) �
Describe any special activity: �
4. Repetitive� use of feet (other than walking/standing), i.e. foot control.� Show average time (0 – 8 hours) �
workday: �
a. �
Right �
Left �
Both �
None/minimal (0-1) �
Occasional (1-2) �
Frequent (3-4) �
Continuous (5+ Hrs) �
Describe any special activity: �
5. Vision� requirements: �
Basic Vision Requirements; including Close Vision (clear vision at 20 inches or less) �
and Distance Vision (clear at 20 feet or more). �
Specific Vision Requirements: �
a. �
b. �
c. �
Color Vision (ability to identify and distinguish colors) �
Peripheral Vision (ability to observe up/down or left/right while eyes are fixed on a given point) �
Depth Perception (three-dimensional vision; ability to judge distances and spatial relationships) �
Describe any special vision requirement: �
6. Hearing� requirements: �
Basic Hearing Requirements; including ability to hear alarms and pages, ability to �
hear communications, requests or instructions from patients, staff or public. �
Describe any special hearing requirement: �
7. Work� Environment - This job requires exposure to the following environmental conditions: �
a. �
b. �
c. �
d. �
Blood or body fluids �
Wet, humid conditions (non-weather)� f. �
Work near moving mechanical parts �
Fumes or airborne particles �
e. �
Toxic or caustic chemicals �
i. �
Electrical shock risk. �
Risk of radiation �
Vibration �
Outdoor weather conditions� j. �
Extreme cold (non-weather)� k. �
Extreme heat (non-weather) �
g. �
h. �
i. Noise� level for work environment is: �
Very Quiet �
Quiet �
Moderate �
Loud �
Very Loud �
8. Other� (if applicable): �
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