EXECUTIVE SECRETARY (OBGYN)

POSITION PURPOSE: 

To provide administrative duties in support of Medical Director. Provides supportive services to all providers in the OB/GYN Department. Works in conjunction with Administration support staff on special projects.


POSITION REQUIREMENTS / QUALIFICATIONS:

Education/Experience:    
High School Diploma or GED Equivalent. Two (2) years’ college or business school desired. Business and computer skills. Knowledge of Medical Terminology. Minimum three (3) years administrative experience.
    
Licensure / Certification:    
CPR Certification from the American Heart Association, BLS for Health Care Providers.
    
Skills / Ability:
Attends, takes dictation and transcribes minutes of meetings at a high rate of accuracy and typing speed of 45 and above WPM. Exercise sound judgment in accomplishing specific administrative tasks.


POSITION RESPONSIBILITIES (THIS IS A NON-EXEMPT POSITION)

Maintain daily staff roster, vacation schedules, employee records, evaluations and counseling records for all medical staff.

Responsible for establishing computer templates for provider appointments and any adjustments for leaves, schedule changes and meetings, as necessary.

Prepare bi-weekly CHI and E-time payroll corrections for any discrepancies as needed.

Prepare statistical reports.

Attends, takes dictation and transcribes minutes of various meetings (within 5 days of meetings).

Receive all medical reports from JMH, outside consultants, hospitals; identify with CHI medical record number and referring provider and submit for review and f/u.

Provide risk-management conscious supportive service to all providers in OB/GYN Department, minimizing their and CHI’s exposure to litigious situations.

Prepare correspondence to agencies, the Courts, school, correctional facilities, Children and Families,

Disability Determinations, from patients’ medical records.

Send letters to patients who cannot be reached by telephone, re: abnormal lab, x-ray/study results, and reinforce preparation instructions for special studies (Endo., Sigm., CTs).

Track patients and follow up on missed OB/GYN and JMH Outpatient Appointments.

Provide documentation of any patient contact when abnormal results are followed up before sending to Health Information for scanning in EMR.

Validate phone request from outside pharmacies for prescription refills, clarifications or verifications through the medical record.

Assist Managed Care and JMH liaison staff with clarification and diagnosis coding of referrals, providing labs/reports/surgical clearance/special medical requests for authorization.

Assist with preparation of credentialing and re-credentialing packages, updating CVs and CME requirements.

Works in conjunction with Administration support staff.

Requisition office supplies, medical equipment/instruments, in-house printing and forms from JMH.

Schedule all surgical procedures with respective hospitals.

Schedule and follow up on all referrals to JMH; such as, prenatal services and other internal or external consultants.

Maintain peer review records and ensure all providers are current with their peer reviews.

Reports to work on time and ready to work with minimal absenteeism.

Adheres to Confidentiality Policies and Procedures / HIPAA Regulations.

Performs other duties as assigned.
    
WE ARE AN EQUAL OPPORTUNITY EMPLOYER.