Secretary II-TEMPORARY HIRE

Bronx, New York • Grant Funded • 1199 Bargaining Unit • Day shift, Monday–Friday, 8:30 AM–5:00 PM

About the Role

Performs secretarial and routine administrative duties. Prioritizes assignments and organizes functions to ensure effective office operations. Performs related work as required.

Responsibilities

• Coordinate departmental office functions including organizing clerical functions and determining priority of tasks to ensure efficient office operations.
• Take and transcribe dictation of correspondence, manuscripts, reports, and meeting minutes to provide secretarial services to department administrator and staff.
• Prepare and type routine correspondence, reports, and forms to relieve department administrator and staff of administrative detail.
• Complete all EPIC phone notes, alerts, flags, and other correspondence immediately; ensure all patient and clinician inquiries are handled in a timely fashion.
• Maintain, organize, and update files, policy and procedure manuals, and records to ensure department information is accurate, accessible, and up-to-date.
• Perform routine clerical duties including tabulating data for reports, maintaining accounts and records, billing patients, providing phone coverage, preparing payroll submissions, and distributing mail.
• Maintain inventory of office supplies and equipment; order supplies as necessary and contact vendors for routine maintenance and repairs.
• Schedule procedures and diagnostic studies for Rehabilitation Medicine patients with minimal cancellation rate.
• Utilize PC-based word processing and spreadsheet software to design forms and reports, store and retrieve information, and assist in administering PC-based LAN systems.
• Document patient encounters and phone notes into EPIC; generate all patient requests such as letters and correspondence via EPIC; scan all medical documents and financial information; process all alerts and flags promptly.
• Schedule patient appointments, resolve scheduling conflicts, update the EPIC scheduling system, contact patients to confirm appointments, and prepare files for daily schedules.
• Check in/out patients, schedule office visits, examinations, therapy series, and procedures; obtain all necessary authorizations and update EPIC for accuracy and completeness.
• Schedule all necessary ancillary appointments for patients to ensure timely fulfillment of patient needs.
• Contact vendors for procedures and office visits to ensure equipment availability and meet patient and clinician needs.
• Assist in Epic Work queues to address patient needs accurately and promptly.
• Provide secretarial assistance to services such as Cardiac Rehabilitation for Monitored and Unmonitored patients.
• Obtain authorizations for clinical procedures requiring pre-authorizations or pre-certifications; schedule diagnostic studies.

Requirements

• High School Diploma or equivalent.
• 1–3 years clerical experience.
• 1–3 years secretarial experience.
• Proficient in obtaining referrals and/or authorizations.
• Ability to build/edit EPIC provider templates as requested by supervisors or clinical providers.
• Effective communication with patients, insurance representatives, supervisors, and coworkers.
• Flexibility and ability to multi-task.
• Proficiency in EPIC registration, insurance verification, and insurance-based portals.
• Completion of OHS Fit Test and OHS Annual Assessment.

Pay

Hourly rate of $34.17. For positions with only a rate listed, the displayed rate is the hiring rate but may vary based on shift differential, experience, education, or other factors.