What are the responsibilities and job description for the Secretary position at Reid Health?
6034 RHPA- Reid Hospitalists
Schedule: Day Shift.
About The Position
Responsible for providing administrative and professional support for Inpatient Physicians (hospitalists, pediatric hospitalists, intensivists), CDI, & Quality. Duties include all office procedures and other tasks as assigned by the Physician Medical Director or Manager/Director of the Inpatient Physician Services, Quality, and CDI which may include general office coordination and project-based work.
Overview Of Responsibilities
Education & Experience
Schedule: Day Shift.
About The Position
Responsible for providing administrative and professional support for Inpatient Physicians (hospitalists, pediatric hospitalists, intensivists), CDI, & Quality. Duties include all office procedures and other tasks as assigned by the Physician Medical Director or Manager/Director of the Inpatient Physician Services, Quality, and CDI which may include general office coordination and project-based work.
Overview Of Responsibilities
- Support coordination of calendars, schedules, meetings, and appointments of Medical Director, Manager and Director of Inpatient Physician Services, and Section Chiefs to coordinate work flow and meetings.
- Maintain timecards, PTO, and other related tasks in WorkDay.
- Communicates provider schedules to appropriate parties.
- Open, sort and distribute incoming correspondence, including faxes and inter-department mail.
- Provide clerical support to Physician groups and Quality department including, but not limited to, copying, faxing, scanning, mailing, and filing.
- Maintains cleanliness and organization of Hospitalist Office.
- Updates office whiteboard and bulletin board with pertinent information.
- Communicates reminders and pertinent information to required parties.
- Assists Inpatient Physician Services leadership with any project as assigned and is available for attendance at meetings or functions as necessary.
- Provide secretarial support at meetings, as assigned. Support includes timely and accurate meeting agenda and materials preparation, distribution of meeting materials in advance of the meeting, minute taking/preparation/editing and publishing of minutes. Works with catering when necessary to provide snacks and/or meals for meetings. Schedules meeting room. Guide or redirect records requests by insurance companies or attorneys.
- Monitor individual provider enrollment with our payors in coordination with office manager.
- Monitor and communicate medical record completion deficiencies to the Medical Director and Director or Manager of Inpatient Physician Services daily.
- Keep record of subscriptions, dues, memberships, etc (ACLS, DEA, etc).
- Maintain list of compliance with flu shots, wellness checklist, benefit enrollment, fist tests, and RQI as necessary.
- Pull various reports as directed by Inpatient Physician Services leadership. Assist with data reporting by pulling, requesting or running reports as schedule or requested, as well as maintaining those reports throughout the year.
- Manage the budget for salary, incentives, and changes in hourly totals, as well as pull reports on productivity and incentives in coordination with office manager.
- Work with Innovation Department to develop training schedule for residents, students and others.
- Manage the inventory and purchasing of office supplies.
- Coordinate travel arrangements and conference registrations as appropriate.
- Assist providers with processing check requests and expense vouchers and reimbursement for CME, expenses, managing enrollments, licensure, memberships, etc.
- Establish and maintain central files. Assumes responsibility for the completeness of policy and procedure manuals, administrative files. Maintain availability for all manuals (minutes, policy and procedure manuals, and budget statistics).
- Maintain employee department files and regularly audit to ensure complete and up to date employee files.
- Assist with on-boarding of new providers (Voalte, Epic, Dragon, etc.). Work with hospital and credentialing to keep all providers up to date on requirements.
- Participates in QA&I activities including hospital wide priorities for improvement.
- Assist with follow-up forms from outside facilities.
- Guide or redirect records requests by insurance companies or attorneys.
- Communicate home address, phone, and personal changes to med staff services in a timely manner.
- Track and follow provider computer issues.
- Enter access requests as needed.
- Assist with concerns with outside departments, non-response to call or delay in response.
- Takes and relays written and oral communication (e-mail, phone calls, voicemail, etc.)
- Complete Charge Capture Reports, Revenue Guardian Report, Work Queue Deficiency Report and perform all applicable duties related to these reports.
- Maintains daily, weekly and monthly graphs and data tracking. (AM Census Count for all departments, Discharges, Admissions, Productivity and Statistics across all departments)
- Completes Prior Authorizations, Pre-Certifications, Medical Necessity forms, FMLA, Return to work Letters in coordination with providers, and any other necessary paperwork.
- Maintains Call schedule on Sharepoint.
- Maintains staffing lists and communicates to appropriate parties.
- Proficient in SmartSheet, Word, Excel, and PowerPoint
- Proven successful experience in a busy, highly intense administrative role.
Education & Experience
- Education Required: High School diploma
- Education Preferred: College-level courses in related field preferred such as medical office administration, administrative support or business administration.
- Experience Preferred: Two years experience in a professional medical office setting preferred.
