Program Secretary

Position Summary:
To facilitate the activities of the unit/facility through the effective performance of receptionist, transcriptionist, and clerical processes. Acts as the front door to the unit/facility, managing information, and connecting physicians, staff, patients, and visitors with appropriate resources. May also fill some duties of a Program Technician.

Qualifications:
EXPERIENCE REQUIREMENTS
1 years of experience in/with a secretary or any clerical position familiar with medical terminology. And required to complete a unit secretary course.

ADDITIONAL REQUIREMENTS

• Must have control over personal use of all mood-altering chemicals and behaviors.
• If recovering from an addiction, must currently have a minimum of 2 years of uninterrupted recovery and must actively treat this addiction by appropriate recovery practices.
• Use of usual and customary equipment used to perform essential functions of the position.

SKILLS AND KNOWLEDGE
Basic reading, writing and oral skills Ability to respond appropriately to customer/co-worker. Interaction with a wide variety of people. Maintain confidential information. Ability to communicate only the facts to recipients or to decline to reveal information. Ability to project a professional, friendly, helpful demeanor. Basic computer knowledge: Uses word processing, spreadsheet, e-mail application, and web browser. Comfortable within a Windows OS and learning new application. Basic Microsoft Word understanding

Essential Functions:

• Acts as the front door and receptionist for the unit/facility, promoting positive relationships * Greets visitors, physicians, patients, and staff promptly in a courteous, friendly, and receptive manner * Ensures that safety and privacy of patients and staff are top priority by monitoring closed circuit television cameras and allowing only appropriate individuals access into the unit/facility* Demonstrates thorough knowledge of HIPAA through actions such as asking visitors to sign-in, checking patient releases, etc. * Displays warmth, concern and respect for those seeking assistance * Answers telephone timely, professionally, identifying unit, name, and title * Establishes positive working relationships with other hospital departments and personnel * Knowledgeable and respectful of the roles other ancillary department personnel have in delivering patient care * Communication with others is professional and respectful * Alerts staff to walk-in assessments in a discreet and expedient manner* Keeps reception area organized and neat * Prioritizes and accurately channels incoming and outgoing information
• Utilizes Technology accurately and efficiently* Skillfully and professionally answers incoming calls, transferring, coordinating and conferencing callers accordingly* Uses overhead paging system for emergent and non-emergent situations adhering to unit/facility policies* Enters and scans patient documents into EMR system * Establishes and coordinates patient specimen drops within specialized laboratory software system, including setting up weekly drop lists, printing patient labels, and packaging specimens for UPS pickup* Prepares and enters survey and other assorted data into various spreadsheets for daily and monthly reports* Monitors and modifies Assessment Schedule, reporting no-shows for future follow-up* Acts as a super-user for the EMR system, assisting coworkers as needed* Registers, admits, discharges, and schedules patients using EMR system* Understands and is knowledgeable of computer downtime procedures * Enters, modifies, and corrects patient changes as appropriate * Prints/copies materials for office staff as requested * Proficiently operates and is able to trouble-shoot fax machine and printer
• Performs activities efficiently and accurately to facilitate quality patient care and to ensure a safe and efficiently operating unit* Accurately utilizes supply ordering, seeking to promote efficient and cost-effective measures wherever possible* Responds appropriately to unit emergencies and alerts* File/scans reports from printer/fax * Maintains flexibility and is able to adapt to rapidly changing environment and work volume* Attends and participates in daily safety huddles* Attends and participates in unit committees, staff meetings (i.e., unit secretary meetings, meetings with CEO, benefits committee meetings) * Submits work orders for repairs or cleaning of unit/facility as needed * Adheres to Hand washing policy* May act as backup to Office Coordinator for medical records requests* May act as a backup to the Intake Coordinator for callers requesting services, filling out intake data sheets and passing the information on to the appropriate personnel* Performs extra duties as requested

TrilliumPlace

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class. Carle Health participates in E-Verify and may provide the Social Security Administration and, if necessary, the Department of Homeland Security with information from each new employee's Form I-9 to confirm work authorization. | For more information: human.resources@carle.com.

Effective September 20, 2021, the COVID 19 vaccine is required for all new Carle Health team members. Requests for medical or religious exemption will be permitted.

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