DEPTARTMENT SECRETARY

JOB SUMMARY

The Department Secretary works under the supervision of the Rehab Supervisor and Director of Rehab. The Department Secretary is the key person in establishing the first impression with customers, and in meeting the department mission of providing the best customer service possible. He/she performs all secretarial responsibilities required to support and coordinate functions efficiently to meet customer expectations and support clinical staff. This includes answering phones, communicating with providers, therapists and patients, scheduling patients, registering patients, faxing and scanning documents, inputting data, filing medical records, and completing insurance authorizations and claim information.

ESSENTIAL FUNCTIONS

• Above all else, provide excellent customer service and positive interpersonal relations with all team members.
• Continuously demonstrates professional and courteous phone etiquette, and as necessary, takes and properly relays accurate phone messages to the appropriate parties. Schedules or reschedules patients with an emphasis on therapist productivity, patient satisfaction and equipment/space/room availability, demonstrating fiscal responsibility and accountability.
• Ensures all necessary paperwork is sent to, and received back if needed, referring providers, insurance carriers and any others for record completion.
• Supports the charge flow process by effectively and efficiently managing the medical record flow between CCH Medical Records, CCH Patient Accounting and individual clinicians.
• Completes insurance prior authorizations and assists with claim information if needed.
• Records monthly statistics for department as requested.
• Works required work hours and, if needed, weekend coverage to meet patient and department needs; is flexible during times of high and low census demonstrating efficient time management and prioritization skills.
• Maintains a clean and safe working environment conducive to high quality health care.
• Complies with the hospital’s Corporate Compliance Program including, but not limited to, the Code of Conduct, laws and regulations, and hospital policies and procedures.
• Other duties as assigned. This list is non-exhaustive.

JOB QUALIFICATIONS

• Experience
  • Previous clerical or secretarial experience preferred
• Certifications required
  • See Cardiopulmonary Resuscitation Certification Policy and Certifications/Education Requirements Policy.

Knowledge, Skills, and Abilities:

• The ability to maintain continuing education requirements and all certifications and licenses as required.
• Excellent interpersonal skills and the ability to relate well with patients, families, hospital staff, physicians, and the public.
• Able to comprehend technical medical terminology. Able to input orders and obtain patient information on the computer. Able to think quickly, handle various projects simultaneously with attention to accuracy, prioritization, patient request, detail, memory, problem solving, reasoning, ability to memorize routine assignments, computer mnemonics, all with little or no supervision.
• Able to consistently communicate positively under stress while managing an extensive workload.
• Detail-oriented and outstanding administrative and organizational skills, professional telephone skills and a strong customer service mindset and style.
• Applies critical independent judgment in dealing with a variety of situations and people.
• Possesses excellent writing, grammar, and communication skills, including the ability to accurately proofread and edit documents and other materials for grammar, clarity, punctuation, and spelling. Possesses legible handwriting.
• Computer Knowledge including the ability to enter material into electronic record. Ability to operate fax, computer, and copy machine to perform the duties of the position.