HCA, Hospital Corporation of America Office Coordinator Valve Clinic in Austin, Texas


Works under the general direction of the Valve Clinic Coordinator. Performs clerical support services such as computer data entry, typing, filing, telephone triage and interfaces with the public on department matters. Assists leadership or designee with scheduling of staff, processing employee requests, PTO tracking, call-ins, etc.


Primary duties and responsibilities: Administrative * Coordinate scheduling in Meditech for diagnostic exams, clinic visits, invasive procedures, and follow up as appropriate. o Coordinate scheduling for physicians and ancillary staff for Structural Heart procedures as directed by valve coordinator and research team
* Ensure clinic operations are organized and that patient tracking is up to date

  • Coordinate patient visits, mail appropriate paperwork (i.e. clinic instructions, map, hotels, and research protocols). Travel coordination as necessary. Answer phone calls and refer to appropriate team member.

  • Create and maintain patient medical history. Handle physician and patient requests for records as appropriate. Customer service and patient oriented attitude.

  • Obtain precertification of benefits on incoming valve clinic patients.

  • Create and maintain patient charts and workup for clinic and procedure

  • Performs duties as a representative of the department as requested. Primary Duties: Clinical

  • Assures admission paperwork is available and actively participates in the admission process.

  • Responds to patients’ needs in a timely manner.

  • Obtain weight, height, EKG, 5m walk test, 6 m walk test, grip strength test, and frailty on clinic day. Technical Activities

  • Obtains weight and basic patient information for new admissions.

  • Monitors and performs vital signs using a variety of equipment, and reports abnormalities/unanticipated changes

  • Provides clerical support. Staff/Unit Responsibilities

  • Utilizes resources in an efficient and cost effective manner.

  • Participates in peer review. Participates in developing other staff and affiliating students.

  • Maintains and develops own professional competencies. Maintains and promotes a team spirit through active cooperation and collaboration.

  • Assists in interdepartmental service coordination. Assists with patient charges as are necessary.

  • Actively participates in the Performance Improvement and Utilization Review program.

  • Assumes a role in the maintenance of the patient-focused care delivery system.

  • Provides services to the physicians, within his/her scope of practice.

  • Supports the multi-skilled worker environment (i.e., cross training).

  • Maintains knowledge of and conforms to hospital policy and procedure.

  • Assures that patient equipment and supplies are available and are in working condition. Clerical support for the clinical areas

  • Performs clerical tasks with promptness and accuracy: typing/data entry, filing, copying, and distribution of material.

  • Uses telephone and personal communications effectively. Handles interpersonal relations with various customers in a professional and appropriate manner.

  • Collaborates with administrative and ancillary support resources to ensure smooth logistical operations in the clinical areas.

  • Registers patients upon arrival.

  • Assumes responsibility for the clerical end of maintaining office operations such as, making appointments, contacting personnel and/or customers and notifying Coordinators or designee of unusual events that will affect the department.

  • Maintains selected databases applications as assigned by department director or designee.

  • Assists in the set up and maintenance of department files.

  • Assists staff in problem-solving non-clinical issues and in adapting to the hospital culture.

  • Responsible for assessing and maintaining department supplies. Assures that equipment and supplies pertaining to responsibilities are available and in operating condition.

  • Performs quality improvement activities such as patient, physician, and staff satisfaction surveying and analysis.

  • Demonstrates a high degree of confidentiality in activities.

  • Prepares purchase orders and contacts vendors as required for department business. Professionalism

  • Adheres to dress code, conduct and attendance policies.

  • Accepts both positive and negative constructive feedback.

  • Attends at least 80% of in-services and departmental meetings.

  • Demonstrates a supportive/positive attitude toward the hospital and fellow employees – is a positive team member.

  • Expresses self in an organized, comprehensive, articulate and concise manner. Initiative

  • Develops specific work plans and due dates.

  • Follows through on planned assignments within assigned timeframes.

  • Effectively prioritizes assignments.

  • Demonstrates a willingness to accept extra assignments.

  • Adjusts to change, work pressures or different situations without undue stress.

  • Demonstrates skill in developing improvements in work methods.

  • Effective in cost control and resource utilization. Key Relationships

  • Maintains positive relationships with internal customers. Is effective in interacting with and problem solving.

  • Maintains positive relationships with external customers. Is effective in interacting with and problem solving.

  • Proactive in meeting customer’s needs. Responds promptly to customer needs or requests.

  • Keeps Team Leader informed of problems, recommends solutions.

  • Participates in education/development of peers and other staff Annual Requirements

  • SDH Annual Education

  • Attendance Requirements

  • Adheres to Department Dress Code

  • Code of Conduct Refresher Course

  • Other o Annual Competency Training (if applicable)

    o BLS (if required)

    o ACLS (if required)

    o PALS (if required)


    1 – 3 years

    Minimum of two years secretarial and/or registration experience

    Other preferred experience: Medical, hospital, or Service industry background is preferred.


    High School Graduate/Equivalent


    Current BCLS provider – required upon hire

Job: *Admitting Registration Clerical & Scheduling

Title: Office Coordinator Valve Clinic

Location: Texas-Austin-Heart Hospital of Austin

Requisition ID: 25960-57329