Major HU Admin Assistant Duties First day Learn SOP for patient triage: On phone triage: smile before talking on the phone Walk-in triage: always with a smile. Always ask for the last name to confirm identity Discuss on how appointments work at HU or Local medical facilities when you send patients out (if you do) Learn Health Unit access rules: For American: who has access (discuss medical clearance and ICASS) For Local – Only for on-job injuries and flu vaccines or official travels needs Introduction to Embassy Medical chart: to master the medical chart contents. US Embassy use different type of chart than what we use locally. Learn about patient check in and check out process: explain in-brief process: Check in: - Schedule a HU registration session. Provide the newcomers Registration form/ HIPPA/ privacy policy/ acknowledgement form. Familiarize with material to provide: HU handbook or any other documentation (can be sent electronically) Know what to put in the chart for the medical provider: chronological SF600/ summary of care/ checklist. Ask for the medical record/ copy of immunization card/ copy of insurance card/ copy of the first page of the dip passport/ medical clearance (o med). Create the chart if the patient does not have one already Check out - Send the MCU form and ask people to fill out the form and SIGN it. The doctor/medical provider will review the form. Schedule an appointment if requested by the doctor/medical provider. Schedule an appointment for a TBT (pay attention that the reading of the test should be between 48-72 hours) so schedule accordingly Prepare a copy of the medical chart (copy only what was done here post/ provide the copy and keep the originals) When the patient picks up the copy, he/she should sign the chart out sheet/ give the chart in an envelope with a sign on it/ put the originals in an envelope with the name of the patient and MM/YYYY and put it in the archive’s cabinet. Introduction to Outlook calendar use. HU use the outlook calendar for appointment. Ensure the new staff is familiar with the software. - Share calendar Give permission to the team Check others calendar before you schedule an appointment/ check the nurse calendar as she/he must do the triage before the doctor or the medical provider. They should be both available unless the patient requests an appointment to discuss something with the doctor/ MP. Explain what is walk-ins and Appointments time. Ensure new staff understands appointment are for sick visits/immunization and explain maximum time for each visit (Example 1hour if it is a well visit and vaccine for kids). Introduction to ILMS and My Services: important to know how to submit different “my services” and “ILMS” requests. ILMS - Motor pool trip request. +++ Ariba: stock request/ HELP Status tracking (later) My services: - Office services Technology support. Travel and transportation Leasing property and maintenance services Human resources Security HU events: Training: Book the MPR or other available meeting rooms when in need. Submit a “my services” request to set up the room; table and chairs, depending on how you would like to arrange them. Submit a “my services” request to set up the computer and TV and follow up all time Send a recap email to your team so that everybody will be aware. Meetings: Book a meeting room. Share with your team which room you have booked, date and time. Introduction to Daily stats Introduction to Ordering and Shipping process in the Embassy Explain RMO/TDYer visit preparation (see RMO visit doc) Explain how E2 works Introduction to Time & attendance Explain role of admin on events preparation, MPR and conference rooms booking.
