Clerical Secretary

Job Summary:

The Clerical Secretary will perform secretarial duties that will include operating a multiline telephone system, providing a warm greeting at the front desk, scheduling appointments, collecting patient copays, and compiling and recording medical charts, reports, and correspondence. This position requires the ability to work independently, exercise judgment, and take initiative.

Duties/Responsibilities:

• Greets visitors, ascertains purpose of visit, and directs them to appropriate staff or location.
• Provides warm and informative customer service to all calls and guests. Receives and routes messages and documents to appropriate staff. Serve as an onsite liaison for tele-psychiatry.
• Interview and pre-screen patients to complete documents, case histories, and forms such as intake and insurance forms. Compiles and records medical charts, reports, and correspondence using a computer and various software programs.
• Transmits correspondence and medical records by mail, email, or fax.
• Performs a variety of clerical and administrative duties, including but not limited to ordering and maintaining inventory supplies, typing, proofreading, filing, faxing, scanning, data entry, copying, and recording information in accordance with deadlines and company procedures.
• Schedule and confirm patient appointments, insurance information, and medical consultations. Communicates canceled appointments accordingly and makes all necessary attempts to fill open appointments immediately.
• Answers telephones and direct calls to appropriate staff. Ensure client calls are answered 90% of the time or returned by the close of business that date. Return missed calls and regularly check voicemails.
• Operates office equipment such as voicemail messaging systems and uses word processing, spreadsheet, and other software to prepare reports, invoices, financial statements, letters, case histories, and medical records.
• Complete tele-psychiatry visits and medical records requests and assist with the completion of payroll and associated spreadsheets.
• Maintain medical records, technical library, and correspondence files.
• Ensures that the waiting room is prepared for patients before scheduled appointments, including, but not limited to, turning all lights on at assigned location, unlocking the lobby door for patients in a timely manner, and maintaining order and cleanliness.
• Assists in any area to cover call offs and/or employee absences.

Minimum Job Requirements:

Education/Experience:

High school diploma supplemented by additional secretarial and accounting training and three years of increasingly responsible secretarial, clerical, and fiscal experience.

Minimum Job Requirements:

Education/Experience:

High school diploma supplemented by additional secretarial and accounting training and three years of increasingly responsible secretarial, clerical, and fiscal experience.

Required Skills and Abilities:

• Detail-oriented and professional.
• Exceptional communication skills, both written and verbal.
• Extremely proficient with Microsoft Office Suite.
• Basic understanding of office equipment.
• Basic understanding of clerical procedures and systems, such as recordkeeping and filing.
• Ability to work independently and reliably.
• Flexible and adaptable in various situations and when interacting with many different personalities.
• Ability to organize and prioritize tasks, including delegation of tasks when appropriate.
• Knowledge of, or ability to quickly acquire, familiarity with the roles and function of the assigned department, and any specifically applicable laws or guidelines.

Required Clearances:

• Must possess a valid driver's license and have access to reliable transportation.
• Act 31/Act 126 Mandated Reporter Training.
• Act 34 Pennsylvania State Police Background Check - Criminal History.
• Act 114 Department of Human Services FBI Fingerprints.
• Act 33 Pennsylvania Child Abuse History.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.