Clerical Secretary

Job Summary:

The Clerical Secretary will perform secretarial duties that will include operating a multiline telephone system, providing a warm greeting at the front desk, scheduling appointments, collecting patient copays, and compiling and recording medical charts, reports, and correspondence. This position requires the ability to work independently, exercise judgment, and take initiative.

Duties/Responsibilities:

• Greets visitors, ascertains purpose of visit, and directs them to appropriate staff or location.
• Provide warm and informative customer service to all calls and guests. Receive and route messages and documents to appropriate staff. Serve as an on-site liaison for telepsychiatry.
• Interviews and pre-screens patients to complete documents, case histories, and forms such as intake and insurance forms. Compiles and records medical charts, reports, and correspondence using a computer and various software programs. Transmits correspondence and medical records by mail, email, or fax.
• Performs a variety of clerical and administrative duties including but not limited to; ordering and maintaining inventory supplies, typing, proofreading, filing, faxing, scanning, data entry, copying, and recording information in accordance with deadlines and company procedures.
• Schedules and confirms patient appointments, insurance information, and medical consultations. Communicates canceled appointments accordingly and makes all necessary attempts to fill open appointments immediately.
• Answers telephones and direct calls to appropriate staff. Ensure client calls are answered 90% of the time or returned by the close of business that date. Return missed calls and regularly check voicemails.
• Operates office equipment such as voicemail messaging systems, and uses word processing, spreadsheet, and other software to prepare reports, invoices, financial statements, letters, case histories, and medical records.
• Completes telepsychiatry visits, and medical records requests, and assists with the completion of payroll and associated spreadsheets.
• Maintains medical records, technical library, and correspondence files.
• Daily ensures that the waiting room is prepared for patients before scheduled appointments. This includes but is not limited to, turning all lights on at assigned locations, unlocking the lobby door for patients promptly, and maintaining order and cleanliness.
• Assists in any area to cover call-offs and/or employee absences.

Minimum Job Requirements:

Education/Experience:

High school diploma supplemented by additional secretarial and accounting training and three years of increasingly responsible secretarial, clerical, and fiscal experience.

Required Skills and Abilities:

• Ability to work in a team and complete assigned tasks.
• Analytical/problem-solving skills.
• Collect, analyze, and interpret data from various sources.
• Detail-oriented with good organizational skills and administrative abilities.
• Exceptional communication skills, both written and verbal.
• Extremely proficient with Microsoft Office Suite.

Physical Requirements:

• Must be able to lift up to 25 lbs. at times with or without assistance.
• Prolonged periods of sitting at a desk and working on a computer.
• Prolonged periods of standing and moving.

Required Clearances and Documentation:

• Must possess a valid driver's license and have access to reliable transportation
• Act 31/Act 126 Clearance Mandated Reporter Training
• Act 34 Clearance Pennsylvania State Police Background Check (Criminal History)
• Act 114 Clearance FBI Fingerprint
• Act 33 Clearance Pennsylvania Child Abuse History

Eligible Benefits:

• Eligible for Medical, Dental, and Vision insurance (60-day waiting period).
• Eligible to participate in the 403(B)-retirement plan
• Eligible for PTO accrual.
• Eligible for paid holidays.