SECRETARY II

Description

SUMMARY

The Secretary performs clerical tasks ensuring a smooth and efficient department flow. The Secretary facilitates notification of patients and surgeons regarding scheduling of surgeries, appointments and tests. The Secretary enters patient/surgery information in computer and maintains accurate and orderly schedules for the provider. The Secretary maintains order/charge entry and completion of daily reports and tasks.

ORGANIZATIONAL RELATIONSHIPS

                Accountable to the Clinical Department Manager

POSITION REQUIREMENTS

1. Answer telephones/Process faxes
2. Promptly answer the telephones using approved scripting
3. Provide assistance to patients
4. Task all clinical questions to physicians or clinical staff per clinic policy
5. Utilize instant messaging or other department communication method to immediately contact clinical personnel with urgent requests
6. Return all phone calls within one business day; urgent calls immediately
   • Provide accurate messages to all staff and task physicians with referring physician requests
   • Process incoming faxes and send out faxes as needed daily

1. Schedule Surgeries and Ancillary Services
2. Select surgery dates based upon scheduling availability, diagnosis, urgency, and MD preferences.
3. Write up surgery charge tickets with CPT and ICD-9 codes for MD approval.
4. Put global days into computer per clinic policy
5. Input surgery charges or turn in to department coder per department policy
6. Schedule Ancillary Services:  document the reason whenever a diagnostic test is not scheduled at Pinehurst Surgical.
7. Schedule hospital or surgery center surgeries/tests: 
8. Fax in the surgery posting sheet/orders and appropriate patient records based on procedure
9. Provide a routing slip with prioritized steps
10. Escort the patient to preadmissions as needed
11. Input appropriate orders for surgery or ancillary services

1. Register New Patients and Schedule Appointments
2. Enter or verify demographic and insurance information
3. Use ihealth task list to register patient if info is received from patient portal
4. Process incoming referrals based on clinic and department policy 
5. Assess whether a referral from the primary is necessary based on patient insurance
6. Assure the patient’s insurance has a contracted insurance carrier
7. Schedule the appointment
8. Provide the patient directions and any needed information to prepare them for the appointment
9. Send note to the patient and referring physician for patients who don’t show up
10. Make note in patients chart for patients who cancel their appointments

1. Complete Pre-certifications
2. Verify the insurance card is up to date in the system
3. Check eligibility
4. Accurately complete the benefit form
5. Contact the insurance carrier on-line or by phone
6. Task the benefit form to the financial counselor and if the patient is present, escort the patient to the financial counselor

1. Order Management/Charge Entry for Clinic Charges
2. Input appropriate orders per provider requests
3. Follow order and request thru to completion
4. Notify appropriate person(s) if results have not been received in timely manner per department protocol
5. Keep current daily/weekly/monthly order & task reports per clinic policy
6. Input provider charges on a daily basis ensuring all diagnosis and procedure codes are accurately and completely entered

1. General Administrative Duties
2. Schedule committee meetings, seminars, vacations, and personal appointments on the provider’s calendar
3. Send out notifications to manager and other persons/entities of provider changes in schedule so that appropriate staffing and surgery schedule adjustments can be made
4. Collect and distribute mail
5. Contact PAS department with any clinic delays in providers arrival or clinic schedule per clinic policy
6. Complete all Disability forms and FMLA forms per clinic policy
7. Review failed fax logs
8. Correct any issues by working the hold/denial buckets

PHYSICAL REQUIREMENTS

While performing the duties of this job, the employee is required to have ordinary ambulatory skills sufficient to visit other locations; and the ability to stand, walk, stoop, kneel, crouch, and manipulate (lift, carry, move) light to medium weights of 10-50 pounds. Requires good hand-eye coordination, arm, hand and finger dexterity, including ability to grasp, and visual acuity to use a keyboard. The employee frequently is required to sit, reach with hands and arms, talk and hear.

Imaging Secretary Duties Might Include:

Assists Technologist transporting patients to and from the unit, assists patients on and off the scan table; preliminary positioning for exams; ensures patient comfort during exams.

Assists technologist with paperwork as directed and then sorts and prepares patient images and paperwork for technologist review before submitting to customer. Assists Technologist with the networking set-up and transmission of work list and images to customer accounts.

Monitors and orders supplies, cleans unit, assists in preparing for transport on a daily basis.

As needed, works with manager on updating customer specific patient reports and PLE Data Entry Projects including, but not limited to:

1. Bad Address Reports
2. AAR Unknowns
3. Keyed-in Physicians

Able to provide training, coaching and support to Patient Coordinators in the field when needed.

Monitors Account Profile Binders and Maintenance Binders on coaches and ensures current and complete.

Working with compliance to monitor annual postings and quarterly checklists.

Tracks ACT module completion and provides reminders to Team Members.

Works to obtain CPR trainer status and provides classes for other Team Members.

Requirements

PREFERRED QUALIFICATIONS

1. Associates degree in medical office administration or technology
2. Two years experience in a medical setting
3. Experience with ICD-9 and CPT-4 coding
4. Experience with Microsoft Office Suite

PERSONAL CHARACTERISTICS

1. Strong interpersonal abilities
2. Well organized
3. Maintains confidentiality
4. Service orientation
5. Ability to relate sensitively to patients