Medical Secretary - Imaging

1.0 FTE, 80 hours per pay period
Hours scheduled between 7:30 am and 4:30 pm, Monday through Friday
No weekends or holidays

Position Overview:

The Medical Secretary performs a variety of secretarial and clerical duties in the Imaging Department including answering phones, scheduling of appointments, registration, patient check-in, filing, and copying of imaging reports. Responsible for the retrieval of requested images/reports and managing the sending and receiving of images/reports as requested by internal and external customers. Assures that patient file integrity is maintained throughout the file handling process and verifies that files/folders are defect-free.

Essential Duties & Responsibilities:

• Schedules patient appointments for all Imaging modalities. Coordinates exams assuring that all necessary resources are available.
• Communicates schedule changes in a timely manner. Prepares and distributes daily Radiologists schedules.
• Monitors radiologist's transcription tab for unsigned reports to assure timelines are met.
• Checks in and creates encounters for imaging services, surgery, pain management clinic, PFT's, EKG's and PAME patients.
• Completes check in process/registration when patient arrives (inputs and verifies demographics, gathers insurance information, etc.).
• Maintains scheduling queues and messaging pool.
• Verifies prior authorization documentation completion and contacts the ordering provider's office if a prior authorization is missing. Responsible for updating prior authorization spreadsheet.
• Scans outside imaging orders into the appropriate folder in the electronic medical record.
• Completes record retrieval requests and provides internal and external customers with requested images in a timely manner.
• Obtains comparison imaging studies when requested. Scans faxed reports into the electronic medical record.
• Actively engages in front-line problem solving and improvement activities using Continuous Systems Improvement tools and principles to enhance the patient experience, improve quality, and reduce waste.
• Attends focus board meetings.
• In addition to the responsibilities described above, the role may include other duties and responsibilities as assigned, based upon the needs or requirements of Winona Health.

Supervisory Responsibilities:

No direct reports.

Skills and Experience:

Required:

• 2-year degree in a related field of study with experience in the medical field or certification (such as Medical secretary/transcriptionist).
• Proficient in the use of copier/fax machine, multi-line phone, and paging system.
• Basic computer skills. Word. Excel. Outlook.
• Must exhibit good time management skills, good communication skills, the ability to adapt to changing situations, a positive attitude, excellent customer service skills, an ability to problem solve and suggest solutions, and an ability to function successfully in a team environment.
• Must possess the ability to manage multiple priorities and tasks simultaneously.

Preferred:

• At least 1 year of customer service experience.

Summary of Benefits at Winona Health:

At Winona Health, we are dedicated to offering a comprehensive and affordable benefits package for our employees and their families. While benefits may vary based on employment classification and job status, the following key benefits are available:

Health Insurance: Options for medical, dental, and vision coverage, as well as mental health support and wellness incentives
Income Protection: Short and long-term disability, plus additional benefits like accident, critical illness, hospital indemnity, legal assistance, and identity protection plans
Retirement Planning: Access to a 403(b) retirement plan with employer contributions once eligibility requirements are met
Work/Life Balance: Flexible scheduling, paid time off, and earned sick time to support personal well-being
Education & Development: Paid training, tuition reimbursement, scholarships, and sponsored seminars to foster both personal and professional growth
Employee Discounts: Special offers with local businesses, including the YMCA and cell phone providers

For more details or specific information, visit our website or contact Human Resources

Internal Applicant Policy:

It is the policy of Winona Health to work with employees in an equitable fashion regarding promotions, transfers, and position reclassifications.

Any employee wishing to apply for another available position at Winona Health must submit an application for consideration through the internal application portal. Employees requesting to change positions should have successfully completed at least six (6) months in their current position. Employees currently in the formal disciplinary process may be required to meet with the Director of Human Resources to determine eligibility to request transfer. The employee's past performance, experience, training and qualifications will be considered in transfer/hiring decisions. Consideration for transfer or promotion is not a guarantee of transfer or promotion. Employees may be given a chance to interview for a position when they meet the minimum position qualifications.

Disclaimer:

Winona Health is an equal opportunity employer. Winona Health does not refuse to hire, discharge, or discriminate against a person with respect to tenure, compensation, terms, upgrading, conditions, facilities, or privileges of employment because of race, color, creed, religion, sex, age, national origin, marital status, genetic information, status with regard to public assistance, membership in a local discrimination commission, sexual orientation, disability, veteran status, or any other prohibited basis of discrimination under applicable local, state, or federal law. Winona Health does not tolerate retaliation against any employee, patient/resident, physician, or other individuals pursuing concerns regarding Civil Rights issues. Winona Health adheres to ALL pertinent governmental policies and legislation including the Civil Rights Act of 1964, Title VII, as amended, and the Minnesota Human Rights Act.

Qualifications

Skills

Required

Education

Required

Preferred

Licenses & Certifications

Required