Clinic Secretary Assistant

About the role

Responsible for maintaining smooth and efficient flow of patients in clinic, performing functions delegated by nursing and physician staff, and maintaining and promoting a safe, clean and organized environment for the delivery of care. Also provides clerical support for the assigned clinic.

Responsibilities

• Patient Care:
  • Prepares exam rooms and directs patients/families to exam rooms.
  • Obtains and documents patient height, weight and vital signs.
  • Assists with the collection and documentation of patient information such as health screenings, allergies, and home medications. Reports any observations or concerns to the nurse or physician.
  • Assists with procedures and patient care as directed by the nurse or physician.
  • Collects and labels specimens and ensures delivery to the appropriate department.
  • Transports stable patients to designated areas and assists the nurse in the transport of unstable patients.
  • Performs point of care testing according to established policies, if applicable. (If required to perform EKG testing, internal training must be successfully completed in the first 90 days of employment)
  • Obtains and transports medications and hand delivers to the designated nurse or prescriber per the Medication-Administration policy.
  • Responds to emergency Code 7 situations and awaits further direction.
• Clinic Operations:
  • Maintains clinic flow, monitoring patient location and wait time.
  • Maintains a clean, organized and safe environment within the clinic area. Assures that hallways are free of equipment and supplies. Supplies are stored in compliance with the Joint Commission standards.
  • Assures that the quantity of supplies is adequate and appropriate for the clinic needs.
  • Assures compliance of monitoring expiration dates, code cart readiness and refrigerator temperature monitoring.
  • Assures that equipment needed for patient care is available at all times. Addresses any deficiencies or unsafe equipment with the appropriate department. Cleans equipment after use and returns it to appropriate department.
  • Communicates with physicians and staff to maintain optimal clinic operations.
• Clerical Support:
  • Prepares for clinic by completing paperwork procedures, assuring all necessary information, radiographs, and diagnostic studies are available for the clinic appointment.
  • Greets patient and family in a welcoming manner, ensuring confidentiality and privacy.
  • Updates demographic data on face sheets, verifies insurance/scans insurance cards, and collects insurance co-pays.
  • Utilizes the electronic clinical information systems to support clinic operations and patient care.
  • Schedules patient appointments and diagnostic testing through the use of the computerized scheduling system and its components. Monitors the daily schedule which includes, but is not limited to, management of daily appointments, no-shows, cancelled appointments, bump list appointments, and appointments on the wait list.
  • Interacts effectively with all departments regarding scheduling and triaging of appointment calls.
  • Manages telephone calls and documents information appropriately.
  • Enters patient charges, orders and diagnoses into the computer within the established time standards.
  • Advises parent/patients of the necessity of obtaining an insurance referral prior to the clinic appointment and manages appointments for patients without referrals.

Requirements

• High School graduate or Certificate of General Educational Development (GED) or High School Equivalency Diploma (HSED) required

Knowledge, Skills and Abilities

• Currently registered with the State of Wisconsin Registry for Nursing Assistants to be eligible for employment in the basic provider settings, or certified as one of the following: Clinical Certified Medical Assistant, Certified Medical Assistant or Registered Medical Assistant. Registry/certifications not required to be renewed after hire.
• Proficient data entry skills with accuracy and speed preferred
• Interpersonal skills necessary to gather and share information with physicians, patients, visitors, families, and team members in a courteous and confidential manner.
• Excellent organizational, analytical, and prioritizing skills necessary to work in a fast-paced environment with multiple tasks done simultaneously.

Licenses and Certifications

• BLS—Basic Life Support Healthcare Provider – American Heart Association/American Red Cross/National Safety Council required

Patient Care Responsibility

Provides care appropriate to patient population and as described in applicable policies and procedures.