Secretary

POSITION SUMMARY

The Secretary provides administrative and clerical support to hospital administration, clinical departments, and Human Resources. This position serves as a professional resource for management, employees, medical staff, patients, families, and visitors. The Secretary also assists the Human Resources Department with employee onboarding, personnel-file preparation, document tracking, and file audits while maintaining confidentiality.

ESSENTIAL FUNCTIONS

Essential duties include, but are not limited to:

• Answer telephone calls professionally, take accurate messages, and route calls to the appropriate staff member.
• Welcome patients, families, physicians, employees, and visitors in a friendly and professional manner.
• Scan, copy, print, organize, and securely file documents.
• Process administrative and departmental orders as assigned.
• Assist with telephone outreach and telemarketing activities.
• Provide clerical assistance to medical and nursing staff as requested.
• Update the clinic calendar with patient appointments.
• Update the clinic notebook daily, including face sheets, advance directive forms, leave-of-absence documents, admissions, discharges, and other changes.
• Respond promptly and courteously to patient and family needs.
• Print and distribute requested documentation.
• Assist Human Resources with preparing and organizing new-hire and personnel files.
• Support the employee onboarding process, including scheduling orientation, preparing onboarding packets, collecting required documents, and tracking completion.
• Verify that employee files contain required documents, signatures, licenses, certifications, background checks, health records, training records, and competency documents, as applicable.
• Assist with routine audits of employee and personnel files to identify missing, incomplete, or expired documentation.
• Maintain HR tracking logs and notify the appropriate staff of missing or expiring documents.
• Assist with preparing HR files and supporting documentation for internal audits, regulatory surveys, and accreditation reviews.
• Maintain employee and patient information in a secure and confidential manner in accordance with HIPAA and hospital policies.
• Follow all hospital policies, safety requirements, and standards of professional conduct.
• Perform all other duties as assigned.

MINIMUM EDUCATION REQUIREMENTS

• High school diploma or GED required.
• Additional training in healthcare administration, business administration, or Human Resources is preferred.

MINIMUM EXPERIENCE REQUIREMENTS

• At least six months of experience in a medical, clinical, administrative, or office setting preferred.
• Previous experience as a clinic secretary, medical secretary, or administrative assistant is preferred.
• Experience assisting with Human Resources, personnel files, onboarding, or compliance audits is preferred.
• Knowledge of medical terminology is preferred.
• Basic computer skills, including email, Microsoft Word, Excel, scanning, and electronic file management.
• Strong organizational, communication, customer-service, and time-management skills.
• Ability to protect confidential information and maintain accurate records.

Take this further in ChatGPT Work

Job Types: Full-time, Part-time

Pay: $13.00 - $23.00 per hour

Benefits:

• Dental insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $13 - $23