Summary
Overview
Work History
Education
References
Timeline
BusinessAnalyst

Polly E. Woods

249 Anderson Station Road Chillicothe,OH

Summary

I would be an excellent addition to any team. I bring a 30+ years of customer service experience with me and a genuine love to help people. I also bring dependability, integrity, and effective communication. I am teamwork oriented and a self-started with the ability to work without supervision. I am excellent at establishing priorities, resolving complex issues, and completing tasks to ensure patient services and deadlines are met by following Functional Statements and performance requirements to ensure work is done in order of importance and completed in a timely manner while always using a calm, tactful demeanor regardless of the circumstances to maintain a positive working environment for staff and visitors.

During my 16 years at the VA Medical Center I have training in multiple areas of the VA Medical Center and consistently communicate with VISN, Medical Center management and staff courteously and kindly as well as staff in outside hospitals, funeral homes, and county offices such as Vital Statistics and Coroners offices. I am well-organized and possess proven file management, data entry and calendar maintenance talents. I am focused on boosting team productivity with accurate administrative support. I am process-driven with keen attention to detail with an eagerness to learn.

Overview

16
16
years of professional experience

Work History

Administrative Officer of the Day (AOD)

VAMC
Chillicothe OH 40+Hours Week Rotating Shifts FT
01.2023 - Current
  • Ashley McAfee Supervisor(740)773-1141 EX 1-7767
  • Check Veterans in to Urgent Care, print labels and wristbands
  • Make Veteran charts for transfers, Complete admissions and discharges
  • Review emails for necessary updates and items requiring follow-up
  • Provides secretarial and office management support while building cooperative working relationships
  • Update EM Resource site: Juvare
  • Maintained accurate department and customer records
  • Distributed memos and updates to apprise departments and divisions of corporate objectives and developments
  • Complete Release of Information requests by monitoring Streem fax
  • Complete referrals by processing all incoming correspondence and requests for each case by preparing and maintaining all reports and documentation
  • Organized and maintained filing systems for confidential documents, correspondence, and reports
  • Supporting general office operations such as managing a database, compiling reports, drafting correspondence, and customer service
  • Handle clinic cancellations when contacted
  • Managed physical and digital files, monitored spreadsheets and updated reports to coordinate project materials
  • Follow-up on in-house Veterans sent for higher level of care
  • Check Insurance Capture Buffer (ICB) and update as needed
  • Run the Gains & Losses report and save to W Drive, Complete G&L workbook
  • Answered phone calls and emails to provide information, resulting in effective business correspondence
  • Coordinated travel arrangements for Veterans to be transported for higher level of care
  • Responded effectively to sensitive inquiries or complaints, providing reference services to access materials when needed
  • Provided administrative support to department staff including typing letters and reports; preparing mailings; photocopying; collating; faxing; scanning documents
  • Answered incoming calls promptly and professionally; provided callers with accurate information or directed them to appropriate departments and personnel when necessary

Decedent Affairs/Urgent Care/Eligibility Clerk

VAMC
40 Hours Per Week (Full Time)
10.2016 - 01.2023
  • Ambulatory Care and Processing Supervisor Danielle McCall (740)773-1141 Ext 1-7767
  • Decedent Affairs issues such as notification of next of kin, offering condolences, provide explanation of burial benefits, process and ensuring all paperwork signed appropriately
  • Met with Physicians to get death certificates signed in a timely manner, type up any corresponding letters to families of deceased Veteran's while maintaining responsibility for all correspondence, operating plans, standard operating procedures and filing appropriately
  • Ability to analyze the health record to identify adequacy of the documentation. This includes the ability to read and understand the content of the health record to apply knowledge of medical terminology, human anatomy/physiology, and disease processes to accurately assign codes to outpatient/ambulatory surgery records, based on health record documentation
  • Maintain all files and sensitive records per hospital policy, sending all required paperwork to be scanned for placement in Veteran's record
  • Collaboratively work with the professional clinical staff and provides support and education on documentation issues
  • Support special initiatives and teams tasked with process improvements and standardization
  • Skilled in reviewing and correcting system or processing errors and ensuring all assigned work is complete
  • Successfully and properly use all computer options necessary to function in the various positions of my duties, while assisting supervisors with up-to-date information on policies and procedures and training needed
  • Performs general clerical tasks (e.g., answers telephones, files, supply orders, inventory control, copies documents and files, maintains calendars and itineraries)
  • Responsible for achieving management objectives and supporting the decisions of management in carrying out duties; and provides technical guidance necessary to meet procedural, legal, and administrative requirements relating to the care and treatment of patients to achieve optimum use of available resources
  • Timekeeper for AC&P and backup timekeeper for the complex Administrative Officers of the Day schedules as well as assisting with leave schedules for the department and with other timekeeping needs for supervisory time
  • Follows all processes and procedures of maintaining and protecting patient data privacy in a safe and confidential manner
  • Provides guidance to other on-duty personnel, and of patient and community relations which require the Medical Administrative Officer to utilize a variety of different and unrelated procedures, using a multitude of knowledge and skills
  • Meet with Veteran's face/face to register Veteran's for care by working closely with HEC to determine eligibility, process Veteran's information for transfers to and from other units and facilities, downloads for assigned part of the alphabet, add Veteran's to primary care team spreadsheet, review HINQs for accuracy of information in VISTA, complete/process means test information
  • Utilizing computerized software to create reports, Ability to utilize/troubleshoot Automated Equipment to perform clerical duties and maintenance
  • Interprets the need of every Veteran on a case-to-case basis to ensure the appropriate measures are taken to get them where they need to go safely and timely
  • I have working knowledge of ward/clinic/VA procedures, services, and programs including VISN, as well as the technical processes of the VA and how it is handled
  • Types, proofreads, and edits typed documents for Veteran's who are discharged and/or transferred/Copies, scans, distributes, correspondences, reports, and memos to the necessary individuals
  • Prepares various documents (e.g., composes, types, obtains signatures) and coordinates non-routine contacts received at the medical center
  • Performs routine administrative duties providing administrative guidance and advice to Medical Officer of the Day (MOD) and Psychiatric Officer of the day (POD) and all other clinical staff concerning administrative issues
  • Researches, retrieves, and enters data into spreadsheet as needed to provide guidance to other on-duty personnel, and of patient and community relations which require the Medical Administrative Officer to utilize a variety of different and unrelated procedures, using a multitude of knowledge and skills
  • Directs telephone inquiries from the public to the appropriate staff or department as well as Interpreting VA rules and regulations related to determining legal entitlement to benefits relating to hospital admission, nursing home, dental, outpatient care, patient transfer
  • Maintains and provides applicable documentation as required by administrative regulations, policies and/or procedures
  • Interacts with other departments and maintains good public and media relations by explaining and organizing complex issues verbally and in writing for supervisor review
  • Provides information and compilation of data, for achieving management objectives and supporting the decisions of management in carrying out duties; and provides technical guidance necessary to meet procedural, legal, and administrative requirements relating to the care and treatment of patients to achieve optimum use of available resources
  • Prepared/Organized custom training materials and presentations in addition to giving in person training to new staff

Ward Clerk

VA Medical Center
40 Hours Per Week (Full Time)
12.2010 - 10.2016
  • Marianne Stringfield 740)773-1141 Ext 7900

Nursing Assistant

VAMC
40+ Hours Per Week Rotating Shift (Full Time)
05.2008 - 11.2010
  • Supervisor no longer with VAMC

Education

Master Certificate in Business Management Certificate -

12.2021

. -

Technology Education College Diploma 1/98
National Allied Health Test Certification 8/98

References

Angel Echard, AEP (740)253-4134        Mimi Stringfield, VAMC (740)773-1141 EXT 1-7900 

Marjorie Greene (937)981-9400            Terry McQuirt (740)773-1141 EXT 1-6001 

Amanda Schwemlein (740)740-773-1141 EXT 1-5556

Timeline

Administrative Officer of the Day (AOD)

VAMC
01.2023 - Current

Decedent Affairs/Urgent Care/Eligibility Clerk

VAMC
10.2016 - 01.2023

Ward Clerk

VA Medical Center
12.2010 - 10.2016

Nursing Assistant

VAMC
05.2008 - 11.2010

Master Certificate in Business Management Certificate -

. -

Technology Education College Diploma 1/98

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Polly E. Woods