Medical Office Secretary: Patient Access & Admin Excellence

Position Title:
Medical Secretary Department: WMCHC

Primary Purpose Of The Position:

Provides all administrative duties necessary to ensure efficient operation of the office while providing superior customer service in a public facing support position.

Physical Standards:

Constantly

(Exists 75% or more of the time)

Sitting with back support; lifting and carrying 0-5 lbs.; repetitive talking, writing, computer.

Frequently

(Exists 25-75% of the time)

Standing; walking; reaching (forward, lateral); lifting and carrying 5-10 lbs.; pushing and pulling 0-15 lbs.

Occasionally

(Exists 5- 25% of the time)

Reaching (overhead, low); stooping (bend at waist); twisting; balance; lifting and carrying 10-40 lbs.; pushing and pulling 15-40 lbs.; exposure to radiation, chemical hazards, moving machinery.

Rarely

(Exists under 5% of the time)

Crouching (bend at knees); climbing; lifting and carrying 40-75 lbs.; operating motor vehicles; exposure to chemical hazards, moving machinery, dust, fumes.

Sensory Requirements

Visual: close paperwork, VDT used, visual monotony;
Hearing: conversation, monitoring equipment, telephone, background noise.

Responsibilities

Essential functions are those tasks, duties and responsibilities that comprise the means of accomplishing the job's purpose and are critical or fundamental to the performance of the job. Following are essential functions/standards of the job, evaluate how the employee performed relative to these standards by checking the appropriate box.

• Creates a welcoming environment by greeting others warmly in person and over the phone. (See phone etiquette procedure) Creates a safe environment by assisting with individual patient needs (opening doors, assisting with a wheelchair).
• Follows organizational procedures to schedule visits and documents appointment details appropriately.
• Reviews/captures patient’s insurance card and driver’s license in accordance with procedure.
• Completes initial registration forms along with annual forms (i.e. HIPAA, UDS, SDOH screening).
• Ensures complete patient registration including appropriate consents (treatment, rx consent, communication consent, and PHI consent) as well as all required information for reporting.
• When checking patients in ensure that arrival and ready status are updated in the Electronic Health Record (EHR).
• Answers patient and employee questions in a professional and timely manner. Directs unanswered questions to appropriate team member.
• Ensures critical communication occurs to deliver pertinent messages and reports to appropriate clinical team members.
• Follow Point of Service Collection procedure, make deposit of daily receipts, open/closes daily batches, and petty cash sheets.
• Schedules follow-up appointments and completes return orders.
• Facilitate scheduling of appointments with other providers to include but not limited to testing facilities, hospitals, specialists, etc.
• Monitors daily schedule, verifies appointment reminder report daily, contacts patients accordingly, and assist in filling schedule gaps.
• Scans all assigned reports, records and other documents into the patients’ chart timely using recommended naming convention.
• Reads and sorts incoming mail on a daily basis. Distributes mail to appropriate areas and personnel.
• Forwards record requests to the medical records department and follows up as necessary. If the medical records department does not have the capacity to complete this request, then the employee will be responsible for assisting .
• Addresses and sends assigned correspondence to patients in a timely fashion.
• Maintains front office in an efficient, positive, and orderly manner.
• Orders assigned inventory and ensures that inventory quantity is adequate.
• Maintains fax tank/interface and route patients documents to the correct…