Secretary Medical Admin, Sr. (Surgical ASG) - 20 hours, days

Major Responsibilities

• May perform duties to coordinate medical office activities and staff as assigned, to include training, and scheduling the work of assigned employees, recommending processing improvements and implementing new procedures, and monitoring employee performance.
• Transcribes medical reports for physicians from dictation.
• Produces correspondence, reports, memos, etc. from dictation drafts, models, etc.
• Proof reads/edits manuscripts, grant applications, academic and professional papers, and other material for appropriate grammar, spelling, format and style.
• May attend meetings in capacity of recording secretary.
• Distributes meeting agenda and minutes.
• Serves as coordinator of divisional residency, fellowship, clerkship, and/or graduate or undergraduate education programs.
• Composes, or selects standard form letters for physicians’ response to routine inquiries and procedures, such as back-to-work authorizations.
• Arranges meetings and activities for faculty for the most efficient use of available time.
• Makes travel arrangements for trips, conferences, etc.
• Schedules and coordinates patient visits, medical procedures for both inpatients and outpatients with admitting, the OR, testing centers, pre-admission, etc.
• Covers internal and external meetings.
• Greets visitors and/or patients. Ascertains their needs, and provides standard information as required.
• Fosters quality customer service.
• Receives and addresses patient-care related phone calls.
• Provides routine information on procedures and standard policies, refers matters to appropriate person within department.
• Identifies problem related priorities, and responds to emergency need to interrupt or contact physician and/or clinicians, within physician’s guidelines.
• Issues and verifies patients’ managed care referrals.
• Registers patients for each patient visit, utilizing computer-based patient registration/ scheduling system.
• Verifies patient’s insurance coverage and eligibility.
• Escorts patients to examination rooms and chaperones patients as required.
• Collects co-payments from patients for visits, maintains records, and makes daily cash deposit.
• Processes on-site charge entry processes, utilizing computer-based systems.
• Batches daily encounter forms and relays/submits forms/information to the billing office.
• Processes standard and non-standard business office administrative paperwork, such as purchase requisitions, employment requisitions, employee time sheets, expense vouchers, etc.
• Follows-up with personnel outside the medical office and UMMHC to expedite timely action and alleviate, or report delays as appropriate.
• Provides guidance to departmental personnel in medical office and UMMHC administrative policies and procedures.
• Provides work guidance to office clerical staff.
• Sets up and maintains confidential, sensitive files and records for multiple functions, academic materials, medical records, etc., ensuring efficient retrieval of information.
• Coordinates retrieval of medical records.
• Ensures adequate inventory of office supplies and basic maintenance of office equipment.
• Coordinates basic set up and maintenance of office personal computers and associated equipment.
• Ensures timely service.
• Participates in performance improvement initiatives and demonstrates the use of quality improvement in daily operations.
• Ensures compliance with health and satiety requirements and with regulatory agencies such as DPH, etc.

Position Qualifications

• Licenses/Certifications/Educations Required: High School diploma. 6-12 months additional specialized medical secretarial/medical office training.
• Experience/Skills Required: 2-3 years of medical secretarial/administrative support experience.
• Software Used: Word processing, spreadsheet, presentation graphics, database, Medi-Tech, IDX, Lynx, etc.