Secretary/Administrative Assistant
Care Coordination

The Secretary/Administrative Assistant will:

• Maintain Utilization Review Certification Form Process. In accordance with 25%
  established Department procedures and timeframes, runs a report to identify
  patients for whom a Certification Form is required. Receives, tracks, and
  accounts for required Certification Forms from the Care Coordination
  Nurses. Identifies if there are outstanding Certification Forms and
  proactively engages staff to ensure required completion. Escalates to
  supervisor if there are continuing outstanding certification form. Enters
  required information in the electronic program to insure accurate reflection
  of the certification form information on the patient’s bill. Prepares reports as
  requested.
• Respond to utilization review audit requests. Receives RAC, Permedion,
  and other audit requests requiring utilization review records. Retrieves,
  verifies, and prepares required information and responds to requestor within
  established time frames.
• Retrieve messages from designated payer and utilization message lines
  and routes information to appropriate staff within expected time frames.
• Assist specified management with departmental budget procedures by
  obtaining invoices, creating vouchers and requesting necessary signatures,
  submitting to Accounts Payable and retains copies of transactions, following
  up with all parties as needed.
• Maintain time and attendance records with entry in the hospital payroll
  system for designated Manager. Corresponding entry of planned and
  unplanned time off with appropriate benefit time for the hospital payroll
  system. Maintains copies of all transactions organized in accordance with
  departmental policy.
• Accurately prepare correspondence, memos, recurring reports and
  meeting minutes in accordance with instructions.
• Receive Telephone calls and Electronic Consult requests for the
  department as secondary to Department Administrative Assistant. Answers
  phone calls identifying self, the department and obtains pertinent
  information. Reviews electronic medical record physician and
  interdisciplinary consult requests within established timeframes. Reviews
  and records overnight voice mails. Determines urgency, identifies, and
  dispatches phone and electronic requests to the appropriate personnel.
  Accurately communicates and relays highly sensitive and confidential
  information in accordance with established department procedures.
  Escalates as appropriate to situation.
• Receive patients, visitors, and interdisciplinary/other departmental staff as
  secondary to Department Administrative Assistant. Responds to majority of
  patient/visitors by providing information based on knowledge of relevant
  departmental and Hospital policies and procedures. Promptly notifies
  appropriate personnel if assistance is needed.

Requirements:

• 3 years related experience including ability to utilize and navigate multiple software programs and applications preferred.
• Ability to accurately enter and retrieve data with attention to detail in multiple platforms and applications.
• Interpersonal skills necessary to deal effectively and courteously with a diverse group of internal callers, patients and visitors, as well as multiple external contacts.
•  Ability to accurately record, type, edit and proof minutes and business correspondence.

Grade 112