Secretary

Full-time position (80 hours biweekly) with a flexible Monday–Friday day/evening schedule.

About the role

Under the direction of the appropriate manager or director, this position provides clerical, registration, data entry, insurance verification, and front-office support for one of the following departments:

• Wound Care
• Physical Medicine
• Clinical Engineering
• Cardiovascular Services

Acts as a liaison with other hospital departments, medical offices, staff, and insurance representatives to ensure effective, efficient, and friendly customer service.

Responsibilities

Wound Care & Physical Medicine

• Maintain established policies, procedures, objectives, quality assessment, and safety standards.
• Assist in developing Unit and Department Standard Work; participate in emergency procedure reviews.
• Enter and retrieve data from computer systems using various software applications.
• Interpret and explain insurance benefits and policies to patients and families; verify insurance coverage.
• Coordinate insurance-related needs, including authorizations, waivers/ABNs, and insurance tracking.
• Process patient referrals promptly and cordially; complete registration in accordance with established standards.
• Schedule patient appointments, meetings, training, and other staff requirements.
• Maintain up-to-date patient accounts and department records (purchase requisitions, correspondence, forms).
• Prepare memos, reports, and spreadsheets; proofread documents for accuracy.
• Handle incoming mail and telephone calls efficiently; take and distribute messages.
• Perform billing functions, including charge entry, patient payment collection, and daily payment reconciliation.
• Coordinate with equipment suppliers to support patient care needs.
• Monitor and manage required work queues; run Epic reports at appropriate intervals.
• Maintain a clean, safe office and waiting room; order and manage office supplies.
• Participate in staff meetings and perform other duties as assigned.

Clinical Engineering

• Promote the department and hospital image; maintain positive public relations.
• Prioritize workload to meet deadlines; receive and classify incoming work requests.
• Coordinate work with requesting departments; follow up on satisfaction of work performed.
• Operate and maintain computer systems for equipment inventory, including warranty, installation dates, and ownership details.
• Perform data entry for work requests (corrective, preventive, and special maintenance).
• Calculate and enter daily time sheets, labor hours, and cost summaries.
• Prepare and distribute end-of-month equipment/cost center reports.
• Reconcile open purchase orders; consult with supervisors, purchasing, and vendors.
• Prepare, approve, and distribute purchase requisitions for equipment repair and supplies.
• Maintain vendor contract files and preventive maintenance schedules.
• Compile alerts, updates, and repair reports for distribution to the Safety Committee.
• Review capital equipment requests; verify proper tagging and safety inspections.
• Maintain hospital alerts/updates in a central location for department use.
• Notify department heads of excessive preventive maintenance inspections.
• Initiate outside maintenance requisitions; maintain equipment deletion records.
• Act as department receptionist; screen and record visitor information.
• File departmental correspondence, purchase orders, reports, and equipment history.
• Enter daily employee time for payroll verification.
• Assist in other positions and perform additional duties as assigned.

Cardiovascular Services

• Promote the department and hospital image; maintain positive customer service.
• Receive patients at the reception window; implement customer service behaviors consistently.
• Prioritize workload to meet deadlines; classify and forward incoming work requests.
• Answer and direct telephone calls; take complete messages with caller details.
• Operate computer systems to enter and disseminate Device Clinic Reports.
• Complete patient check-in; print and review face sheets for accuracy and insurance authorizations.
• Verify registration details, including name, medical record number, and account number.
• Review physician orders for accuracy, including chief complaints and medical necessity.
• Accommodate overtime or changing priorities as needed.