Position Title: Medical Secretary Department: WMCHC

Primary Purpose Of The Position:

Provides all administrative duties necessary to ensure efficient operation of the office while providing superior customer service in a public facing support position.

Physical Standards:

Constantly

(Exists 75% or more of the time)

Sitting with back support; lifting and carrying 0-5 lbs.; repetitive talking, writing, computer.

Frequently

(Exists 25-75% of the time)

Standing; walking; reaching (forward, lateral); lifting and carrying 5-10 lbs.; pushing and pulling 0-15 lbs.

Occasionally

(Exists 5- 25% of the time)

Reaching (overhead, low); stooping (bend at waist); twisting; balance; lifting and carrying 10-40 lbs.; pushing and pulling 15-40 lbs.; exposure to radiation, chemical hazards, moving machinery.

Rarely

(Exists under 5% of the time)

Crouching (bend at knees); climbing; lifting and carrying 40-75 lbs.; operating motor vehicles; exposure to chemical hazards, moving machinery, dust, fumes.

Sensory Requirements

Visual: close paperwork, VDT used, visual monotony; Hearing: conversation, monitoring equipment, telephone, background noise.

Responsibilities

Essential functions are those tasks, duties and responsibilities that comprise the means of accomplishing the job's purpose and are critical or fundamental to the performance of the job. Following are essential functions/standards of the job, evaluate how the employee performed relative to these standards by checking the appropriate box.

Creates a welcoming environment by greeting others warmly in person and over the phone. (See phone etiquette procedure) Creates a safe environment by assisting with individual patient needs (opening doors, assisting with a wheelchair).

Follows organizational procedures to schedule visits and documents appointment details appropriately.

Reviews/captures patient’s insurance card and driver’s license in accordance with procedure.

Completes initial registration forms along with annual forms (i.e. HIPAA, UDS, SDOH screening). Ensures complete patient registration including appropriate consents (treatment, rx consent, communication consent, and PHI consent) as well as all required information for reporting.

When checking patients in ensure that arrival and ready status are updated in the Electronic Health Record (EHR).

Answers patient and employee questions in a professional and timely manner. Directs unanswered questions to appropriate team member.

Ensures critical communication occurs to deliver pertinent messages and reports to appropriate clinical team members.

Follow Point of Service Collection procedure, make deposit of daily receipts, open/closes daily batches, and petty cash sheets.

Schedules follow-up appointments and completes return orders.

Facilitate scheduling of appointments with other providers to include but not limited to testing facilities, hospitals, specialists, etc.

Monitors daily schedule, verifies appointment reminder report daily, contacts patients accordingly, and assist in filling schedule gaps.

Scans all assigned reports, records and other documents into the patients’ chart timely using recommended naming convention.

Reads and sorts incoming mail on a daily basis. Distributes mail to appropriate areas and personnel.

Forwards record requests to the medical records department and follows up as necessary. If the medical records department does not have the capacity to complete this request, then the employee will be responsible for assisting.

Addresses and sends assigned correspondence to patients in a timely fashion.

Maintains front office in an efficient, positive, and orderly manner.

Orders assigned inventory and ensures that inventory quantity is adequate.

Maintains fax tank/interface and route patients documents to the correct patient chart by using the two patient identifiers. (See procedure)

Ensures that at the end of each day all patients on the schedule are marked as checked out or moved to a non-billable status (no-show, last minute, cancelled, rescheduled)

Maintains petty cash log and other relevant daily tracking documentation. Ensure logs are delivered to the billing department as directed.

Maintains familiarity with WMCHC Sliding Fee Application process and any other financial assistance programs as applicable.

Maintains familiarity with Good Faith Estimate and executes when necessary (See instructions for Good Faith Estimate).

Checks WMCHC email and EHR communication (messages, telephone encounters, actions, etc) on a daily basis.

Attends meetings and adheres to procedure/workflow updates.

Performs other projects/duties as assigned in a timely fashion to support the efficient operation of the department.

Additional Duties/Comments:

Standards of Behavior

I. Organizational Responsibilities

Promotes in a positive manner, WMCHC’s Mission, and Core Values.

Displays identification badge in proper manner while on duty.

Adheres to organization/departmental policy on conduct and appearance.

Demonstrates dependability, arrives at work on time, reports on scheduled days, adheres to break and meal schedules. Clocks in and out in accordance with HR policy.

Maintains and fosters a culture in accordance with the Corporate Compliance program and Code of Conduct.

Adheres to all organizational policies and procedures including those that are department specific.

Additional Duties/Comments:

II. Confidentiality

HIPAA compliance - complies with all of the privacy & confidentiality policy & procedures outlined in the "HIPAA Program" of Wayne Memorial Community Health Centers. All information encountered during course of employment is treated as confidential and privileged information. Complies with all policy and procedure pertaining to computer passwords, downloading information, transmission of information, etc.

Demonstrates mindfulness of patient privacy and seeks permission before entering clinical areas

Additional Duties/Comments:

III. Customer Service

Anticipates and exhibits a dedication to meeting the expectations of internal/external customer needs in a timely manner.

Ensures customer satisfaction through process of monitoring, developing, improving, and delivering excellence in products and services in an effort to improve and prevent future problems.

Respects the diversity of cultural/religious beliefs of the community served.

Prepares patients, families, and coworkers by setting expectations and explaining next steps in the process.

Takes ownership and ensures timely resolution of problems, concerns and complaints of all customers served in a pleasant manner

Additional Duties/Comments:

IV. Communication

Demonstrates the ability to interact in a clear and logical manner while maintaining a positive and professional communication pattern, verbally and in writing, with peers, management and associates within the department/organization.

Identifies self and clarifies role to patient, family, staff, healthcare providers, students and other associates within department and organization.

Communicates using language the patient and customers can understand and positive non-verbal communication that says “I am here for you”.

Lets peers, management, and associates within the department/organization know what, why, how, when, and where, so they know what is going on.

Additional Duties/Comments:

V. Teamwork

Establishes constructive relationships with team members by demonstrating a willingness to work with and assist all members of the healthcare team to ensure customer satisfaction.

Addresses concerns or conflicts with members of the work team in a mature and professional manner.

Additional Duties/Comments:

VI. Safety

Demonstrates and maintains approved infection control policies and standards.

Maintains familiarity with Emergency Response procedures and responds appropriately to all emergency codes.

Appropriately reports all accidents and dangerous situations by notifying necessary persons and completing required reports.

Demonstrates awareness of and performs in accordance with the Patient Safety Improvement and Management Plan (See HPPM - PI-005)

Demonstrates proper and safe body mechanics as taught in "Back Safety" program.

Maintains familiarity with Material Safety Data Sheets (MSDS) including location and use.

Additional Duties/Comments:

VII. Continuing Education

Possesses and maintains cognitive and technical knowledge and the ability to progressively manage care delivery across the continuum of care.

Demonstrates commitment to ongoing professional growth.

Actively contributes to performance improvement initiatives.

Complies with mandatory organizational continuing education/training.

Maintains organizational and departmental job specific competencies.

Additional Duties/Comments:

Minimum Qualifications:

Requires the ability to communicate effectively;
Basic mathematical skills and good typing skills;
Medical terminology;
Word processing, prior secretarial experience, and/or education preferred.

WMCHC-Women's Health

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