Medical Secretary

SUMMARY:

Under direction of office supervisor and physicians receives patients into site. Ensures record is complete and available prior to patient arrival. Updates patient information including demographics and insurance information. As appropriate, provides patients with information regarding appointments, test requirements, etc. in preparation for next visit. Collects co-payments, preparing and maintaining related records. Provides charge entry for services rendered to patients. Maintains efficient front desk operations.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Consistently applies the Brown Medicine values of patient care priority, dignity, collaboration, integrity and quality in support of the Brown Medicine mission to deliver compassionate, high-quality patient care, research excellence and outstanding physician education. Is responsible for knowing and acting in accordance with the Brown Medicine Compliance Program and Code of Conduct.

Consistently practices the Brown Medicine Customer Service Standards.

• Answer and refer telephone calls or other inquiries to ensure accurate and timely communications are facilitated.
• Greet patients and visitors promptly. Assist patients and family members or other customers with concern and empathy; respect their confidentiality and privacy and communicate with them in a courteous and respectful manner.
• Confirm patient appointments in advance of visit.
• Consistently demonstrate ability to respond to changing situations in a flexible manner in order to meet current needs, such as reprioritizing work as necessary.
• Schedule patient appointments
• Minimize non-productive time and fill slow periods with activities that will enable you to prepare to meet the future needs of the office (organizing, housekeeping, assisting others, etc.).
• Check patients into clinical office by updating patient demographic information and “arriving” the patient in the software. Verify insurance information at each patient visit.
• Review encounter forms to ensure accurate diagnostic/treatment codes are applied.
• Collect payments (co-pays) for services rendered when applicable (at check in or at check out.)
• Reconcile encounter forms and payment collection on a daily basis.
• Document and log unused encounter forms as directed by the Patient Accounting Office.
• Check patients out of the clinical site by processing the paperwork, scheduling follow up visits and entering the charge for the visit..
• Photocopy, fax and file as required.
• Process outgoing mail and distribute incoming mail.
• Initiate and follow through on referral authorization calls to insurance carriers as necessary.
• Type correspondence as directed.
• Filing as required.
• Prepare initial patient medical record.
• Respond to routine requests for information in a timely manner following procedure/guidelines. Reduce inquiries to others when information is readily available through other means.
• Maintain equipment and report broken or missing equipment to manager as soon as possible.
• Willingly learns new skills, procedures, protocols as they are introduced; attends training and masters new software programs.
• May perform duties of Medical Assistant.
• Maintain work area in a neat and orderly fashion.
• Attend meetings as required.
• Demonstrate flexibility to perform duties wherever volume deems it necessary within the office.

BASIC KNOWLEDGE:

• High school diploma or GED.
• Knowledge of medical office procedures and terminology.
• Knowledge of grammar, spelling and punctuation to document patient information and type correspondence.
• Skill in greeting patients and answering telephones with a strong customer service focus.
• Skill in operating a variety of office equipment such as copier, facsimile machine and computer.
• Ability to speak clearly and concisely.
• Ability to read, understand and follow oral and written instructions given in English.
• Ability to sort and file by alphabetic or numeric systems.
• Ability to establish and maintain effective working relationships with customers (patients, physicians, coworkers, supervisor, etc.).

EXPERIENCE:

Minimum one-year secretarial experience preferably in a medical setting.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

Conditions common to a clinical practice environment. Involves frequent contact with patients and other customers. Interaction with others is constant and interruptive. Work may be stressful at times. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

INDEPENDENT ACTION:

Work is performed under general supervision, with some independent judgment exercised in determining priorities.

SUPERVISORY RESPONSIBILITY:

None.

EOE/F/M/Vet/Disabled