Department Secretary-Full-Time-Onsite
About the role
Welcome to Holy Name, a medical center where innovation is not just a goal — it's a commitment. Here, medical excellence thrives, allowing hope to reign supreme and leaving no room for fear. At our hospital, every patient is cared for with undivided attention — because healing every soul is our sole focus. Holy Name is New Jersey's only independent Catholic health system, comprising a 361-bed acute care hospital, a renowned cancer center, a state-of-the-art fitness center, a residential hospice, a prestigious nursing school, and an extensive physician network. Healing at Holy Name goes beyond medicine and technology – it is infused with faith, conviction, compassion, and a commitment to educating the next generation of healthcare professionals through a variety of residency and educational programs. Our mission to provide care for the body, mind, and soul spans education, prevention, diagnosis, treatment, rehabilitation, and overall wellness. This is at the core of who we are and what we do, and we've done it this way across generations, every single day, for nearly 100 years. Every innovation, medical breakthrough, and groundbreaking treatment is powered by some of the best minds in medicine, ensuring nothing is left on the table or the road to recovery.
Responsibilities
- Greets and schedules patients coming into the assigned department.
- Takes phone and other messages for staff.
- Participates in the insurance screening and scheduling of patients for all disciplines.
- Schedules patient appointments for all disciplines in the department.
- Alerts staff to remind them that a patient is present within 5 minutes of the patient’s arrival.
- Checks patient Sign-In Sheet as patients sign in, in order to page appropriate staff member.
- Answers phones in a friendly manner, records and distribute messages.
- Assists in the timely response to messages.
- Reviews voicemail when light is on and respond to phone calls received in a timely manner.
- Receives and directs patients to their appropriate treatment area and other hospital departments as indicated.
- Conducts initial interview with patients and gathers general demographic information and health insurance information.
- Obtains necessary signatures from patients on the appropriate releases and consent forms.
- Obtains Advance Directive information from the patient and gives informational package to those patients who request additional information.
- Offers assistance and provides direction to visitors, patients, physicians, and families in a concise, informative manner, keeping a courteous and positive tone.
- Obtains medical records as requested. Prepares copies and sends to the appropriate sources.
- Maintains ongoing communication with outpatient billing department (registrations, billing concerns etc.).
- Communicates with Physician offices for referrals, Medicare re-certifications, etc.
- Calls patients to re-schedule or cancel in order to accommodate scheduling needs.
- Communicates with transportation and durable medical equipment companies. (Fax notes, provide appropriate codes.)
- Maintains stationary and other clerical stock.
- Faxes and copies mailings as requested.
- Maintains a clean and organized working area including equipment.
- Ensures department head is informed of any problems or concerns.
- Enters statistics (new patients, discharged patients, daily stats) into the computer, checks accuracy of time reconciliation logs from individual staff.
- Performs patient registration, insurance pre-authorization and re-authorization activities.
- Maintains professional appearance, adheres to department and hospital dress code.
- Oversees any volunteers assigned to Front Desk Area. (Delegates tasks: paperwork, filing, faxing, copying, mail delivery, etc.)
- Completes additional duties/responsibilities as assigned.
Education Qualifications
- High School Diploma or equivalent Required
- College degree Preferred