Medical Secretary - FT, Union Role

To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values - integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day.

Performs a variety of medical secretarial duties in cardiac rehabilitation and ambulatory medical office. Responsible for managing various task related to the administrative aspects and patient care in ambulatory office. Assist with the administrative management of care for patients which may include scheduling patient appointments and procedures, registration of patients, filing, insurance verification for testing and cardiac rehabilitation. Completes end of day reports which includes collecting co-pays. Utilizes strong verbal and written communication skills during telephone contact as well as face to face communications with patients and staff. Updates electronic medical record includes scanning of records.

EEO/AA/Disability/Veteran

• 1. Types a variety of correspondence including, but not limited to reports, insurance verification, patient correspondence, requisitions, minutes and other information from written drafts or dictation. Assists with data management.
• • 1.1 1. Completes all typing accurately and in a timely, highly productive manner. 2. Composes and proofreads documents to ensure proper grammar usage and verifies spelling accuracy in order to produce a letter perfect document. 3. Uses appropriate format in typing materials. Organizes text in a neat, clean, easy-to-read format. 4. Researches subject matter thoroughly to ensure that all necessary information is accurate and complete. 5. Reviews incoming correspondence and appropriately determines whether to respond personally or to forward to others based upon the nature of the communication, time constraints and other critical factors. 6. Carries out requested tasks in a responsive manner by organizing activities to ensure efficient, cost effective completion within the expected time frame. 7. Assists with data entry and maintenance of departmental reports, statistics and databases. 8. Assists with compiling statistics and preparation of departmental reports. 9. Determines and produces appropriate number of required copies and distributes documents in expected time frame. 10. Correctly prioritizes work to meet deadlines.
• 2. Answers the telephone and relays routine information. Schedules appointments, meetings or conferences
• • 2.1 1. Answers phone within three rings identifying self and department on each call; asks the caller's permission before placing on "hold". 2. Utilizes appropriate verbal and non-verbal communication when interacting with each person and situations; asks relevant and understandable questions. Bilingual medical secretary provides translation and support to non-English speaking patients and visitors. 3. Immediately relays accurate messages to appropriate staff. 4. Demonstrates good judgement in screening and routing calls. 5. Maintains a courteous demeanor with all interactions providing prompt and accurate information to involved individuals. 6. Responds to patient, visitor and/or staff questions in a professional and cooperative manner. 7. Promptly schedules appointments for patients and physicians and completes appropriate paperwork according to departmental standards. 8. Is attentive and courteous to all callers providing appropriate information in a helpful and professional manner.
• 3. Maintains patient charts and department logs.
• • 3.1 1. Files, sorts, or stores all material accurately and in a timely manner utilizing the electronic medical record. 2. Maintains complete, accurate records in appropriate order and purges files in accordance with policy to ensure ready accessibility. 3. Assists with development and maintenance of paperless charting system.
• 4. Maintains inventory of office supplies and equipment.
• • 4.1 1. Appropriately orders supplies as required, avoiding overstocks or unexpected shortages; charges appropriate cost center and account when ordering supplies. 2. Rotates stock and keeps it in a neat and orderly fashion. Unpacks and stores supplies ensuring delivery of ordered items. 3. Assists with fiscal accountability through appropriate ordering of supplies in order to assist manager in maintaining departmental budget; suggests cost savings approaches. 4. Informs manager of any equipment and/or facility malfunctions or problems. Calls service companies as necessary. 5. Always uses equipment appropriately and with care. Maintains a good working knowledge of equipment operations and appropriately troubleshoots problems.
• 5. Functions well within department. Develops professional work relationships and attitude.
• • 5.1 1. Appropriately uses sick leave or personal time; adheres to time and attendance policies. 2. Maintains a "team spirit" attitude. Always demonstrates the ability to remain friendly and cooperative during all work conditions, especially during moments of high stress. 3. Responds in a positive manner to constructive criticism and change. 4. Encourages and supports teamwork and effective interpersonal relationships; avoids antagonism, conflict and inappropriate/unprofessional conversations. 5. Always accepts alternate work assignments in a positive manner. 6. Maintains effective working relationship with patients, visitors, hospital personnel and other work related contacts. Makes a sincere effort to be helpful to other department members. Seeks help if necessary and refers problems upward as appropriate. 7. Works collaboratively with staff to solve problems, maintaining a positive approaches to resolutions. 8. Carriers out routine duties conscientiously and with minimal supervision. Willingly volunteers and/or assumes responsibility for additional assignments as required. 9. Consistently maintains a professional demeanor and appearance. 10. Demonstrates a high degree of awareness and sensitivity to patient's needs and conditions by promptly responding to patient and/or visitor needs and questions. 11. Maintains patient confidentiality and privacy.
• 6. Assists with orientation and mentoring of staff. Functions as a role model and assists in maintaining a professional work environment.
• • 6.1 1. Explains correct program procedures in a courteous and understandable fashion. 2. Interacts with new employees in a patient and positive manner. 3. Initiates resolutions to problems and questions. 4. Assists with ongoing mentoring and staff development 5. Consistently seeks out opportunities to increase professional knowledge and skills; attends appropriate inservices and seminars; provides presentation to staff regarding content of program. 6. Utilizes unassigned work time in appropriate productive manner. Observes and assists others in order to improve productivity. 7. Assists with process improvement and work flow enhancements. 8. Reads and comprehends all minutes, memos, and updated policies; reviews written hospital policies annually. Demonstrates willingness to learn new policies and procedures as implemented
• 7. Registers and interviews patients to obtain insurance and general information.
• • 7.1 1. Greets patient and family member in an attentive and courteous manner. 2. Takes accurate patient data information and completes department forms in a timely manner. 3. Completes full registration; enters patient registration information into hospital systems accurately. 4. When scheduling appointments, obtains required patient demographic and medical insurance information from medical offices and/or patients. 5. Obtains required pre-certifications and referral information from medical offices prior to patient arrival. Maintains accurate documentation of pre-certification information. 6. Assists patient with questions in a professional and helpful manner. 7. Maintains accurate departmental statistics and databases.
• 8. Maintains oversight and data entry related to billing process.
• • 8.1 1. Inputs billing information as necessary. 2. Performs end of the day report for all encounters. 3. Collaborates with central registration and billing in order to ensure all insurance and demographic information is accurate and entered into EMR.
• 9. Assists with and maintains workflow efficiencies within Cardiac Rehabilitation Program and ambulatory clinic.
• • 9.1 1. Carries out tasks in a responsive manner by organizing activities to ensure efficient, cost effective completion. 2. Independently gathers information and follows up on identified issues or concerns. 3. Assists with coordinating administrative aspects of departmental projects.

EDUCATION

HS diploma or GED **Employees employed by YNHH effective 9/12/2012 as a result of the acquisition of the Hospital of St Raphael may meet educational requirements with the applicable combination of education and experience and demonstration of current competences.

EXPERIENCE

Experience- prior work experience in ambulatory office in medical secretary role, cardiology experience preferred. Proficient computer skills including Microsoft and Epic. Experience working with insurance providers, verifying coverage and knowledge of authorization/precertification procedures. Working knowledge of CPT codes and ICD 10. Front desk skills including handling high volume telephone calls and correspondence, patient registration, scheduling appointments/ testing, utilizing work ques and updating EMR. Bilingual preferred

SPECIAL SKILLS

Special skills- excellent oral and written communication skills, ability to prioritize task to enhance work flow. Knowledge of billing codes and experience working with insurance companies. Ability to interact as part of a multidisciplinary team as well as working independently.