Secretary Medical

Overview:
To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values - integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day.

Performs a variety of medical secretary duties in busy multidisciplinary ambulatory medical office. Responsible for managing various task related to the administrative aspects and patient care in ambulatory office. Assist with the administrative management of care for patients including scheduling patient appointments and procedures, registration of patients,, insurance verification, pre-certification for testing and cardiac rehabilitation. Completes end of day reports which includes collecting co-pays. Utilizes strong verbal and written communication skills during telephone contact as well as face to face communications with patients and staff. Updates electronic medical record.

EEO/AA/Disability/Veteran

Responsibilities:
1. Manages Epic In baskets and correspondence.

1.1 1. Composes and proofreads documents to ensure proper grammar usage and verifies spelling accuracy . 2. Uses appropriate format in typing materials. Organizes text in a neat, clean, easy-to-read format. 3. Maintains files and databases in EMR and computer 4. Reviews incoming correspondence and responds personally or distributes accordingly to others based upon the nature of the communication, time constraints and other critical factors. Prioritizes all time sensitive materials. 5. Carries out requested tasks in a responsive manner by organizing activities to ensure efficient, cost effective completion within the expected time frame. 6. Assists with data entry and maintenance of departmental reports, statistics and databases. 7. Assists with compiling statistics and preparation of departmental reports. 8. Correctly prioritizes work to meet deadlines.

2. Answers incoming calls, triage and transfer calls as appropriate and relay/documents information n EMR. Schedules appointments and procedures. Escalates callers concerns appropriately.,

2.1 1. Answers phone within three rings identifying self and department on each call; asks the caller's permission before placing on "hold". 2. Utilizes appropriate verbal and non-verbal communication when interacting with each person and situations; asks relevant and understandable questions. Medical secretary provides translation and support to non-English speaking patients and visitors utilizing appropriate resources. 3. Immediately relays accurate messages to appropriate staff. 4. Demonstrates good judgement in screening and routing calls. 5. Maintains a courteous demeanor with all interactions providing prompt and accurate information to involved individuals. 6. Responds to patient, visitor and/or staff questions in a professional and cooperative manner. 7. Promptly schedules appointments for patients; completes appropriate paperwork, obtains referrals and insurance verification according to departmental standards. 8. Is attentive and courteous to all callers providing appropriate information in a helpful and professional manner.

3. Maintains patient Epic charts and department logs.

3.1 1. Files, sorts, or stores all material accurately and in a timely manner utilizing the electronic medical record. 2. Maintains complete, accurate records in appropriate order and purges files in accordance with policy to ensure ready accessibility. 3. Assists with development and maintenance of paperless charting system.

4. Assist with maintaining inventory of office supplies and equipment.

4.1 1. Appropriately orders supplies as required, avoiding overstocks or unexpected shortages; charges appropriate cost center and account when ordering supplies. 2. Rotates stock and keeps it in a neat and orderly fashion. Unpacks and stores supplies ensuring delivery of ordered items. 3. Assists with fiscal accountability through appropriate ordering of supplies in order to assist manager in maintaining departmental budget; suggests cost savings approaches. 4. Informs Manager of any equipment and/or facility malfunctions or problems. Contacts help desk or service companies as necessary. 5. Always uses equipment appropriately and with care. Maintains a good working knowledge of equipment operations and appropriately troubleshoots problems.

5. Functions well within department. Develops professional work relationships and attitude.

5.1 1. Appropriately uses sick leave or personal time; adheres to time and attendance policies. 2. Maintains a "team spirit" attitude. Always demonstrates the ability to remain friendly and cooperative during all work conditions, especially during moments of high stress. 3. Responds in a positive manner to constructive criticism and change. 4. Encourages and supports teamwork and effective interpersonal relationships; avoids antagonism, conflict and inappropriate/unprofessional conversations. 5. Always accepts alternate work assignments in a positive manner. 6. Maintains effective working relationship with patients, visitors, hospital personnel and other work related contacts. Makes a sincere effort to be helpful to other department members. Seeks help if necessary and refers problems upward as appropriate. 7. Works collaboratively with staff to solve problems, maintaining a positive approaches to resolutions. 8. Carriers out routine duties conscientiously and with minimal supervision. Willingly volunteers and/or assumes responsibility for additional assignments as required. 9. Consistently maintains a professional demeanor and appearance. 10. Demonstrates a high degree of awareness and sensitivity to patient's needs and conditions by promptly responding to patient and/or visitor needs and questions. 11. Maintains patient confidentiality and privacy.

6. Assists with orientation and mentoring of staff. Functions as a role model and assists in maintaining a professional work environment.

6.1 1. Explains correct procedures in a courteous and understandable fashion. 2. Interacts with new employees in a patient and positive manner. 3. Initiates resolutions to problems and questions. 4. Assists with ongoing mentoring and staff development 5. Consistently seeks out opportunities to increase professional knowledge and skills; attends appropriate inservices and seminars; provides information to staff regarding content of program. 6. Utilizes unassigned work time in appropriate productive manner. Observes and assists others in order to improve productivity. 7. Assists with process improvement and work flow enhancements. 8. Reads and comprehends all minutes, memos, and updated policies; reviews written hospital policies annually as well as completes assigned education materials. Demonstrates willingness to learn new policies and procedures as implemented

7. Registers and interviews patients to obtain insurance and general information.

7.1 1. Greets patient and family member in an attentive and courteous manner. 2. Enters accurate patient data information and completes department forms in a timely manner. 3. Completes full registration; enters patient registration information into hospital systems accurately. 4. When scheduling appointments, obtains required patient demographic and medical insurance information from medical offices and/or patients. 5. Obtains required pre-certifications and referral information from medical offices prior to patient arrival. Maintains accurate documentation of pre-certification information. 6. Assists patient with questions in a professional and helpful manner. 7. Maintains accurate departmental statistics and databases.

8. Maintains oversight and data entry related to billing process.

8.1 1. Inputs insurance information into EMR with accuracy. 2. Performs end of day report for all encounters. 3 Collaborates with central registration and billing in order to ensure all insurance & demographic information is accurate and entered into the EMR

9. Assists with and maintains effeciencies within Ambulatory Cardiology Offices

9.1 1: Carries out tasks in a responsive manner by organizing activities to ensure efficient, cost effective completion. 2: Independently gathers information and follows up on identified issues or concerns 3: Assists with coordinating administrative aspects of department projects 4. Assists with maintaining providers schedules and templates

Qualifications:
EDUCATION

HS diploma or GED
Employees employed by YNHH effective 9/12/2012 as a result of the acquisition of the Hospital of St Raphael may meet educational requirements with the applicable combination of education and experience and demonstration of current competences.

EXPERIENCE

Experience-Previous customer service experience preferably in healthcare or medical office setting. Proficient computer skills; willing to learn Epic and medical office workflow.

SPECIAL SKILLS

Special skills- Must possess excellent verbal and written communication skills to handle high volume telephone calls, patient visits, patient registration, scheduling of appointments and testing. Must possess ability to prioritize task to enhance work flow and multitask responsibilities. Must be able to interact as part of a multidisciplinary team as well as working independently. Bilingual preferred.

Additional Information:
THIS POSITION IS COVERED BY THE TEAMSTERS COLLECTIVE BARGAINING AGREEMENT
Minimum - $16.68/hr.
Maximum - $32.47/hr.

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