Department Secretary

About the role

Performs a full range of secretarial and administrative duties for a specific department or unit. Requires clerical training or experience and some knowledge of the unit's operational procedures.

Responsibilities

• Receives incoming telephone calls promptly and courteously
• Acts as receptionist, answers telephones, routes callers, takes messages and provides routine information to callers
• Type correspondence, reports, memoranda and special projects as requested
• Carry out the clerical duties necessary for the efficient functioning of the assigned department
• Serves as inter-departmental communication resource
• Maintains and orders office supplies
• Schedules and prepares department meetings and minutes as needed
• Maintains department filing systems
• Completes data entry for department computer files as needed
• May collect payments and/or deposits, balance cash collected and correctly complete receipts
• Sorts and distributes outpatient reports
• Maintains a daily log of patient appointments
• Obtains complete insurance information upon scheduling and relays information on a weekly basis to pre-certification individuals
• Correlates patient and physician information within patient files
• Serves as first point of contact for physicians or their office staff relative to questions or problems they wish to address
• Schedules appointments for patient assessment, tests and follow-ups
• Obtains referrals and records from physicians' offices
• Enters patient charges and reconciles with computer printouts
• Prepares records for insurance certification and verifies reimbursement with insurance carriers
• Aid departments with product research, preparation of purchase requisitions and end-user computer training for applicable purchasing programs
• Completes data entry for new items, supply requisitions, purchase orders, and patient charges
• Maintains purchase requisitions templates
• Registers vendors and verifies appointments with departments
• Notifies appropriate departments when scheduling procedures
• Assembles patient charts in appropriate sequence; places charts in discharge order and delivers to Medical Records on a timely basis
• Post lab work to chart in a timely manner upon approval of nurse
• Correctly orders laboratory tests and diagnostic procedures via the computer
• Makes follow-up appointments and/or consultations with physician's offices according to hospital policy

Requirements

• High school diploma is required
• Familiarity with medical terminology; ability to read with comprehension; write legibly; and perform simple arithmetic calculations
• Expertise in general office skills, filing, telephone etiquette, and the proper use of grammar, spelling, and punctuation
• Able to perform repetitive clerical tasks on a continuous basis and to concentrate on and pay attention to detail
• Computer experience is required
• Must be able to type a minimum of 45 net words per minute
• Must successfully complete department-specific software programs during probation period
• Knowledge of the bio-psychosocial needs of adult, geriatric, and pediatric patients is essential
• Special knowledge is required in growth and development needs of pediatric/geriatric patients where applicable

Qualifications

• Previous office or related medical experience preferred
• Employee will receive appropriate on-the-job training in departmental procedures

Skills

• Excellent communication and interpersonal skills
• Attention to detail and organizational abilities
• Basic computer skills, including typing and data entry
• Ability to prioritize and manage multiple tasks simultaneously
• Knowledge of medical terminology and patient care protocols

Benefits

Methodist Medical Center of Oak Ridge offers a comprehensive benefits package including health insurance, retirement plans, and paid time off.

Pay

The salary range for this position is $X - $Y, depending on experience and qualifications.

Schedule

This position is PRN/OCC, with a Day Shift schedule.