Medical Records

JOB DESCRIPTION
MEDICAL RECORDS & OFFICE SECRETARY/RECEPTIONIST
Responsible for performing office clerical support & clerical support for the HCHB Medical Records Department. Performs HCHB functions, in order to improve the clinical, operational and financial success of the agency.
QUALIFICATIONS

• A high school graduate with an office management background.
• Knowledge of office machines and office procedures, preferably in the medical field.
• Must be capable of performing job duties.

KEY RESPONSIBILITIES

• Performs accurate and timely typing as needed.

• Maintains petty cash for the Office Services Department.

• Prepares Airborne/U.P.S. packages for shipping daily.

• Makes meeting/luncheon arrangements when requested by Director.

• Maintains stock of toner for copiers and calls for maintenance service when needed.

• Maintains stock of copy paper and reorders housekeeping’s cleaning supplies as needed.

• Greets individuals who enter front office and directs them to the proper office, or dismiss them in the proper manner.

• Keeps immediate supervisor informed of all problems and/or questions in a timely manner.

• Is assertive in looking for cost saving measures as they relate to the Office Secretary job functions.

• Answers the telephone in an efficient and courteous manner. Screen individual calls and route patient care calls to the Director or Team Leader and scheduling calls to the Scheduler.

• Prepares and maintains accurate and up-to-date telephone lists.

• Receives, records and relays messages to the proper person in a timely manner.

• Locks front door each day at 5:00pm.

• Receives and distributes incoming mail in a timely manner.

• Orders office supplies for the office.

• Maintains “on call” notebook up to date.

• Responsible for HCHB responsibilities: (9/15/2008)

• Prepare assessment packets, including Admission, Recertification and Post Hospital;.
• Breakdown and thin charts;
• Process signed and unsigned Orders and 485’s;
• Follow up on the Order Tracking Report weekly and according to the Order Procedure.
• Reprocess unsigned orders at the end of episode, as task appears on action screen;
• File documentation in patient chart;
• Fax the discharge/transfer summary/episode detail summary and Case Conference/60 Day Summary to the physician, as task appears on action screen;
• Copy documentation and assist with ADR preparation;
• Update HCHB and computer programs as appropriate;
• Mail patient Satisfaction Surveys weekly for discharged patients;
• Order and distribute medical supplies, according to Agency protocols.

• Attends inservices, seminars, or other meetings as assigned by the immediate Supervisor or other management.

• Maintains confidentiality of information related to business practices, business activities, and personnel.

• Maintains a professional attitude when working with staff, fostering the team

philosophy and team environment for all personnel.

• Does not allow personal affairs to interfere with scheduled work time.

• Maintains a professional appearance at all times.

• Provides proper notification and/or advanced notice of absence or tardiness without abuse.

• Participates willingly with special projects and/or overtime work when requested.

• Follows all agency policy and procedures.

Job Type: Full-time

Work Location: In person