Job Overview: Hospital Operations Specialist coordinates internal and external communications hospital wide; provides a first contact response to visitors and provides a security/emergency gatekeeper function.

Experience, training, knowledge, skills, abilities, and other qualifications must be entered into the online application. Additional materials submitted, but not requested, will not be considered.

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Montana State Hospital Website

Work for the state you Love to Live in. Your paycheck is just part of a total compensation package. Eligible employees have access to competitive, innovative benefits packages at an affordable cost. All beginning on your first day of employment. Highlights of our innovative benefit package include:

• Access to No Cost health centers
• Low-cost Medical, Dental and Vision insurance
• Retirement plan with employer
• 15 Vacation days each year
• 12 Sick days each year
• 10 Paid Holidays each year
• Public Service Student Loan Forgiveness program*
• Student Loan Repayment program*
• Flexible Spending Accounts
• Employee Assistance Program
• Wellness Programs
• One free meal per shift
• Shift differential*

• Subject to eligibility rules

Major Duties or Responsibilities:

• Answers the telephone on behalf of the Hospital.
• Directs emergency or crisis calls appropriately.
• Pages personnel, forwards calls, takes and delivers messages by using knowledge of all department area assignments.
• Operates Hospital intercom system.
• Sorts in-coming mail to the department and distributes to appropriate staff.
• Operates Hospital radio communications equipment, sending and receiving messages for communications with security vehicles, fire vehicles, and hand held radios.
• Works with local law enforcement agencies when dealing with emergencies, elopements, and other occurrences.
• Greets visitors entering the facility, communicates hospital policies and procedures to visitors including information concerning patient visits
• Directs visitors, law enforcement officers, ambulance personnel, outside delivery personnel, and others to appropriate areas of the hospital grounds and/or staff as needed.

• Monitors fire alarm systems and promptly initiates emergency response procedures when alarms or other problems are indicated.
• Communicates security and safety issues or problems with proper staff, ADT Security Systems, Anaconda Police Department and other agencies as needed.
• Monitors security apparatus for hospital doors, initiating response procedures when system indicates doors are inappropriately opened or closed.
• Monitors video security equipment, initiating emergency response procedures when problems or emergencies are indicated.
• Monitors other security equipment (e.g., panic button, fire phone, I/C telephone system, personal alarm devices), and initiates appropriate response to problems or emergencies.
• Observes persons entering and exiting the facility and initiates appropriate emergency response procedures when indicated.

• Performs diversified clerical duties requiring the application of procedures and instructions related to privacy, security, confidential, and legal patient clinical records in accordance with standards established through statutes, regulatory agencies, and hospital policy.
• Collects, collates, compiles, maintains, and analyzes data for daily census reporting through the use of personal computer skills.
• Prepares folders and maintains records of patients. Assures new records meet certain minimum content standards and licensure requirements for continued care and treatment of the patient. Provides consistent organization of the documents in the Master Medical Record by ensuring that pertinent patient data is consolidated and filed appropriately to the correct patient medical record by verifying the patient’s name, number, and admission date.
• Maintains and utilizes a variety of electronic health records.
• Maintains and operates office equipment including but not limited to fax, copy machine, printer, and shredders.

• Obtains and accurately communicates information to treatment staff concerning pending admissions.
• Reviews admission papers, court orders, voluntary admission papers, clinical information and other documents received at the time of admission. Accurately records patient information gathered during admission process for inclusion in medical record and hospital information system.

• Assists with tasks and assignments provided by senior and executive leadership.
• Participates in team activities as directed.
• Provides input and feedback to Hospital Administrator / Chief Operations Officer as directed.
• Performs other duties as directed.

Physical and Environmental Demands: Physical hazards presented are the possibility of injury to self or others due to the unpredictable, and sometimes violent behavior of patients. Emotional and mental demands can be significant. Physical demands are minimal. Working conditions are primarily office conditions. Daily contact with incoming admissions, law enforcement personnel, family and friends of patients, community mental health center personnel, and staff of Montana State Hospital can be expected.

The majority of the work is performed at a desk in the Hospital’s reception area, admissions office, or Health Information Department. The Hospital Operations Specialist must be able to cope with confrontations and emotional responses to disagreeable situations. Must be able to perform repetitive work such as using a personal computer and telephone equipment. Must be able to observe video monitors and other electronic equipment for long periods of time, noticing situations to which a response is indicated. Must be able to calmly and decisively initiate emergency response procedures without inadvertently alarming others. The individual in this position may find it necessary to enter any of the clinical units in the hospital to deliver documents or retrieve charts. May be scheduled to work afternoon or nightshifts, or on weekends. Must be available for periodic overtime work as needed.

Knowledge, Skills and Abilities:

Required for the first day of work:

• Knowledge of administrative practices and office procedures.
• Knowledge of customer service practices.
• Excellent written and verbal communication skills.
• Excellent editing and typing skills.
• Effective decision-making and problem-solving skills.
• Ability to establish and maintain effective work relationships.
• Ability to multitask, organize and prioritize work.
• Ability to operate personal computer and general office equipment as necessary to complete essential functions, including using spreadsheets, word processing, email, internet, and other computer programs.