Physical Therapy Division Clinical Education Secretary and Clinic Manager (Project Management)

Location: Springfield Campus

Job Description
The Clinical Education Secretary is a staff member of the team that supports the placement, preparation, and management of DPT students for their clinical education experiences that are in the last year of the DPT program. The Physical Therapy Clinic Manager manages the day-to-day operations of the Faculty/Student Practice. This staff member also supports the overall needs of the division of physical therapy.

Essential Functions
While these essential functions are the primary responsibility of the clinical education secretary, others on the CE team might need to assist from time to time in completing some of these tasks. The clinical education secretary might also need to assist other team members in the completion of their clinical education tasks. Therefore, everyone on the CE team needs to be flexible and cooperative in getting all the assigned CE tasks completed in a timely manner.

Clinical Education Secretary
Communicates effectively both in oral and written form with individuals who have a broad range of educational background exhibiting problem-solving, time management and professional hospitality in executing all job duties.
Greets visitors, university personnel, and students who come to the clinical education office area.
Answers the telephone providing the caller with clinical education information or directs the caller to the appropriate person in a courteous manner.
Able to use a computer and is familiar with Word, Excel, and Access in order to create appropriate CE reports and manage CE data entry and retrieval.
Accurately types and/or drafts correspondences, reports, travel forms, and other documentation for the clinical education unit within stated time constraints.
Directs clinical education problems to appropriate chain of command personnel.
Assures confidentiality of department and clinical education materials.
Assists with filing and maintenance of clinical education files and databases
Maintains files on the clinical facilities with both the paper and electronic CSIFs.
Maintains clinical facilities data bases according to policy and procedure.
Assists with relevant mailings.
Assists with the collection and filing of student clinical educational information (e.g. immunizations, background checks, drug screening).
Provides students access to CE site files and student CE files as well as helping students to find information as needed from these respective files.
Supports the clinical education team in the clinical education placement process.
Assists in the preparation and process of the clinical education check outs.
Assists in the preparation and collection of CE paperwork during wrap up week.
When the PT Administrative Assistant is not available and phone calls from the general public are transferred to the clinical secretary, he/she will answer the calls, take a message, or direct the person to the appropriate person in a courteous manner.
Assists the PT Administrative Assistant with the storage of general student files especially as it pertains to CE records according to standards established by the division of PT.
Assists faculty and staff as needed in order to ensure smooth daily operations of the division.

Clinic Manager
Schedules appointments and meetings for Faculty/Student Practice therapists, students, vendors, clients, and patients through the use of the documentation/scheduling software.
Manages day-to-day operation of the Faculty/Student Practice, including inventory and requesting of supplies, materials, and department forms coordinating with the PT Department Administrative Assistant.
Maintains the operational budget of the Faculty/Student Practice coordinating with the PT Department Administrative Assistant.
Prepares purchase requisitions for Faculty/Student Practice budget purchases coordinating with the PT Department Administrative Assistant.
Promotes and markets the Faculty/Student Practice in conjunction with the ICE coordinator.
Supervises student labor.
Prepares and coordinates dissemination of clinic documentation/records as requested for external stakeholders.
Possesses a comprehensive understanding of HIPAA/HITECH and related health care office confidentiality regulations.
Coordinates and manages patient/client records both in paper and electronic form.

Duties
Performs all duties as assigned by supervisor.
Sets an example of a Christian lifestyle for the SBU community.
Maintains office security.
Displays tact and courtesy to students, prospective students and their families, patients and patient families whether by phone or in person.
Represents the division of physical therapy and Southwest Baptist University in a positive way.
Commitment and adherence to Southwest Baptist Universitys Principles and Expectations

Supervision/Reporting Relationship
This position receives direction and supervision from the ACCE(s), Clinic Supervisor and the Program Director. The position will also receive indirect direction from the assistant ACCE. When the ACCE position is shared, one ACCE will be established as the Human Resource Supervisor.

Required Education and Experience
High School Diploma or GED equivalent.
Secretary Vocational Training or work experience in office management & public relations.
Healthcare Office Management experience
Type minimum of 60 wpm.
Knowledgeable in use of Windows, computer applications, word processing, spreadsheets, database.

Equipment
Must be able to operate standard office equipment such as personal computer, fax machine, photocopier, etc.

Working Conditions
Must be able to work in a typical office environment.

Physical Requirements
In exercising the functions of this job the incumbent should be able to exert up to 30 lbs. of force occasionally and/or up to 10 lbs. of force frequently, and/or a negligible amount of force constantly to move objects. Sit for extended periods of time with some walking and standing.