What are the responsibilities and job description for the SECRETARY II position at Pinehurst Surgical Clinic?
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Job Type
Full-time
Description
SUMMARY
The secretary performs clerical tasks ensuring a smooth and efficient department flow. The secretary facilitates notification of patients and surgeons regarding scheduling of surgeries, appointments and tests. The secretary enters patient/surgery information in computer and maintains accurate and orderly schedules for the provider. The secretary maintains order/charge entry and completion of daily reports and tasks.
ORGANIZATIONAL RELATIONSHIPS
Accountable to the Clinical Department Manager
Position Requirements
Answer telephones/Process faxes
While performing the duties of this job, the employee is required to have ordinary ambulatory skills sufficient to visit other locations; and the ability to stand, walk, stoop, kneel, crouch, and manipulate (lift, carry, move) light to medium weights of 10-50 pounds. Requires good hand-eye coordination, arm, hand and finger dexterity, including ability to grasp, and visual acuity to use a keyboard. The employee frequently is required to sit, reach with hands and arms, talk and hear.
Requirements
PREFERRED QUALIFICATIONS
Job Type
Full-time
Description
SUMMARY
The secretary performs clerical tasks ensuring a smooth and efficient department flow. The secretary facilitates notification of patients and surgeons regarding scheduling of surgeries, appointments and tests. The secretary enters patient/surgery information in computer and maintains accurate and orderly schedules for the provider. The secretary maintains order/charge entry and completion of daily reports and tasks.
ORGANIZATIONAL RELATIONSHIPS
Accountable to the Clinical Department Manager
Position Requirements
Answer telephones/Process faxes
- Promptly answer the telephones using approved scripting
- Provide assistance to patients
- Task all clinical questions to physicians or clinical staff per clinic policy
- Utilize instant messaging or other department communication method to immediately contact clinical personnel with urgent requests
- Return all phone calls within one business day; urgent calls immediately
- Provide accurate messages to all staff and task physicians with referring physician requests
- Process incoming faxes and send out faxes as needed daily
- Select surgery dates based upon scheduling availability, diagnosis, urgency, and MD preferences.
- Write up surgery charge tickets with CPT and ICD-9 codes for MD approval.
- Put global days into computer per clinic policy
- Input surgery charges or turn in to department coder per department policy
- Schedule Ancillary Services: document the reason whenever a diagnostic test is not scheduled at Pinehurst Surgical.
- Schedule hospital or surgery center surgeries/tests:
- Fax in the surgery posting sheet/orders and appropriate patient records based on procedure
- Provide a routing slip with prioritized steps
- Escort the patient to preadmissions as needed
- Input appropriate orders for surgery or ancillary services
- Enter or verify demographic and insurance information
- Use ihealth task list to register patient if info is received from patient portal
- Process incoming referrals based on clinic and department policy
- Assess whether a referral from the primary is necessary based on patient insurance
- Assure the patient’s insurance has a contracted insurance carrier
- Schedule the appointment
- Provide the patient directions and any needed information to prepare them for the appointment
- Send note to the patient and referring physician for patients who don’t show up
- Make note in patients' chart for patients who cancel their appointments
- Verify the insurance card is up to date in the system
- Check eligibility
- Accurately complete the benefit form
- Contact the insurance carrier on-line or by phone
- Task the benefit form to the financial counselor and if the patient is present, escort the patient to the financial counselor
- Input appropriate orders per provider requests
- Follow order and request thru to completion
- Notify appropriate person(s) if results have not been received in timely manner per department protocol
- Keep current daily/weekly/monthly order & task reports per clinic policy
- Input provider charges on a daily basis ensuring all diagnosis and procedure codes are accurately and completely entered
- Schedule committee meetings, seminars, vacations, and personal appointments on the provider’s calendar
- Send out notifications to manager and other persons/entities of provider changes in schedule so that appropriate staffing and surgery schedule adjustments can be made
- Collect and distribute mail
- Contact PAS department with any clinic delays in providers arrival or clinic schedule per clinic policy
- Complete all Disability forms and FMLA forms per clinic policy
- Review failed fax logs
- Correct any issues by working the hold/denial buckets
While performing the duties of this job, the employee is required to have ordinary ambulatory skills sufficient to visit other locations; and the ability to stand, walk, stoop, kneel, crouch, and manipulate (lift, carry, move) light to medium weights of 10-50 pounds. Requires good hand-eye coordination, arm, hand and finger dexterity, including ability to grasp, and visual acuity to use a keyboard. The employee frequently is required to sit, reach with hands and arms, talk and hear.
Requirements
PREFERRED QUALIFICATIONS
- Associates degree in medical office administration or technology
- Two years experience in a medical setting
- Experience with ICD-9 and CPT-4 coding
- Experience with Microsoft Office Suite
- Strong interpersonal abilities
- Well organized
- Maintains confidentiality
- Service orientation
- Ability to relate sensitively to patients
