The job that I am proposing the healthcare facility add is an administrative assistant to imaging schedulers. Currently the advanced imaging schedulers with in the children’s hospital are is in the midst of trying to prove that we need a support person. If approved this person would help with incoming calls, faxes, and other administrative duties.
We are looking to fill the full-time roll of an advanced imaging administrative assistant to support the imaging scheduling staff at our facility. The department is responsible for scheduling imaging procedures for both inpatient and outpatient children who are lifetime patients. The position requires someone with an upbeat, compassionate personality and builds relationships easily as we mostly care for patients for the longevity of their life. Duties would include answering and triaging incoming calls, fax duty of incoming and outgoing, filing records and stocking supplies as needed. Applicant must have experience working in the healthcare field as well as be computer, phone, and fax savvy. Benefits include health and dental packages, vacation time and 401K.
We are looking to fill the full-time roll of Advanced imaging administrative assistant to support the imaging scheduling staff at our facility. Requirements of the job are but not limited to the following duties.
In a professional manner, answer the three incoming lines for the department in no more than five rings, during high call volume times the department has a backup voicemail which is to be checked twice an hour. Voicemails are to be triaged to the correct staff within 24 hours. Phone calls from physicians and other nursing staff are of high priority and will be displayed on a special line and are never to go to voicemail. Fax duty includes logging all faxes in the appointed Microsoft Xcel spreadsheet and dispersing to the staff on a rotating basis. Outgoing faxes are to be logged in the appointed Microsoft Xcel spreadsheet and given back to the staff.
Large quantities of information are mailed to patients and their families when mailing out their procedure packets. Copies of these documents, maps, and guidelines are to be on a weekly basis.
Inventory of supplies is to be taken on a weekly basis. Nursing staff work closely in the imaging room that use our inventory and have special required supplies that must be kept in stock.
Orders that are not entered into our scheduling software are hand written by physicians and must be picked up from the designated basket once daily. These orders are to also be entered into the specified Microsoft Xcel Spreadsheet and dispersed to the appropriate staff.
Run weekly reports of staff scheduling discrepancies and disperse every Monday to be collected and submitted to the department manager every Friday.

In selecting potential for the administrative position for the imaging department, internal employees will be selected upon experience that closely reflects the one described for the position. Secondly, internal employees selected are based upon their knowledge of the scheduling system used and experience with customers over the phone. The company should have employed an internal employee wishing to fulfill the position for at least one year.
When selecting external employees, we would look for candidates with at least an Associates degree and medical terminology background or equivalent schooling for medical terminology. Attention to detail and customer service experience would be looked for. At least 1 year of office experience would be required with phone experience and filing a plus.
Upon interview of both internal and external employees it would be done in two phases. The first would be done individually with the manager of the imaging department and then if chosen, the second would be done with the 3 employees of the imaging department as a group.
Several of the questions that would be asked in the interview would be:
• Describe what working as a team means to you?
• What are your strongest communication qualities?
• How would you handle an unhappy parent/family?
Employees that work at least 40 hours per pay period are entitled to health and retirement benefits.

Training for new hired employees would start with a short morning meeting along someone from human resources to collect the detailed benefit paper work that would have been mailed to them after they were offered the a position within the company. Employees who had not received this yet will receive the packet to return to Human resources upon completion. This will allow any question to be answered pertaining to the benefits offered. This paperwork will include the set-up of direct pay, parking passes & fees and badge disbursement. This meeting will not take all day as in the past a whole day of training and meetings have been set aside about benefits that make employees lose interest.
After the benefit, paperwork is collect, the employees will report to the supervisor of their department to go over the daily duties, expectations, and running of the department. This is where the supervisor should highlight details within the job such as specific goals to how PTO and vacation coverage is handles. In addition, the new employee should be walked around to be introduced to the employees they will be working with. Upon introduction the new hire will be left with an appointed employee to shadow while they just work, not necessarily training, just explaining what they are doing. The appointed employee will be the person that the employee will go to when questions arise about the duties of their new job. This is meant to let the new hire just get comfortable with their surroundings, have a specific reliable person to turn to and get used to the people they will be working with.
Within the following weeks, training of policies and procedures that are required by the company will be held in morning classes twice a week to ensure that they are being done yet the employee is still allowed to train in their new position.
Each employee will receive access to a portal that track training that needs to be done as they continue their employment that will notify them of the required training they are to complete. This is also, where goals for each employee will be tracked and met by a set date. The employee should have a specific goal that pertains to advancement or knowledge within or of the company.
At the 30, 60, 90 day and 1 year employment mark of each employee they will meet with manager of their department to ensure the goals they set out for themselves on the employee portal have been met and that the manager is doing what they can for them to succeed. At this time, human resources will also meet with the same group that met upon new hire to answer question about benefits, make suggestions, and offer services that may apply to life changes of employees.
The addition of this position would increase the workflow of the imaging schedulers and decrease the time spent answering phones and handling paperwork. The company as a whole is growing and the amount of imaging orders that are coming into the department are ever increasing. To be able to keep up with the demand of the department and accuracy required the need for this position is imminent. At this time, hiring another scheduler is not necessary but overtime this may become a consideration.
The staff of the department is looking forward to hearing of the approval of this position as the increased volume of imaging orders has begun to put stress on the department. Thank you for your time in reviewing the proposal for this position and we look forward to hearing of your decision.

References
Vernon, A. (2012). New-Hire Onboarding: Common Mistakes to Avoid. T+D, 66(9), 32-33.
Robb, D. (2012). Welcome Onboard. HR Magazine, 57(5), 61-64