Medical Secretary

Description

SUMMARY

The Secretary II performs clerical tasks ensuring a smooth and efficient department flow. The Secretary II facilitates notification of patients and surgeons regarding scheduling of surgeries, appointments and tests. The Secretary II enters patient/surgery information in computer and maintains accurate and orderly schedules for the provider. The Secretary II 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

1. Promptly answer the telephones using approved scripting
2. Provide assistance to patients
3. Task all clinical questions to physicians or clinical staff per clinic policy
4. Utilize instant messaging or other department communication method to immediately contact clinical personnel with urgent requests
5. Return all phone calls within one business day; urgent calls immediately
6. Provide accurate messages to all staff and task physicians with referring physician requests
7. Process incoming faxes and send out faxes as needed daily

Schedule Surgeries and Ancillary Services

1. Select surgery dates based upon scheduling availability, diagnosis, urgency, and MD preferences.
2. Write up surgery charge tickets with CPT and ICD-9 codes for MD approval.
3. Put global days into computer per clinic policy
4. Input surgery charges or turn in to department coder per department policy
5. Schedule Ancillary Services:  document the reason whenever a diagnostic test is not scheduled at Pinehurst Surgical.
6. Schedule hospital or surgery center surgeries/tests: 
7. Fax in the surgery posting sheet/orders and appropriate patient records based on procedure
8. Provide a routing slip with prioritized steps
9. Escort the patient to preadmissions as needed
10. Input appropriate orders for surgery or ancillary services

Register New Patients and Schedule Appointments

1. Enter or verify demographic and insurance information
2. Use ihealth task list to register patient if info is received from patient portal
3. Process incoming referrals based on clinic and department policy 
4. Assess whether a referral from the primary is necessary based on patient insurance
5. Assure the patient’s insurance has a contracted insurance carrier
6. Schedule the appointment
7. Provide the patient directions and any needed information to prepare them for the appointment
8. Send note to the patient and referring physician for patients who don’t show up
9. Make note in patients chart for patients who cancel their appointments

Complete Pre-certifications

1. Verify the insurance card is up to date in the system
2. Check eligibility
3. Accurately complete the benefit form
4. Contact the insurance carrier on-line or by phone
5. Task the benefit form to the financial counselor and if the patient is present, escort the patient to the financial counselor

Order Management/Charge Entry for Clinic Charges

1. Input appropriate orders per provider requests
2. Follow order and request thru to completion
3. Notify appropriate person(s) if results have not been received in timely manner per department protocol
4. Keep current daily/weekly/monthly order & task reports per clinic policy
5. Input provider charges on a daily basis ensuring all diagnosis and procedure codes are accurately and completely entered

General Administrative Duties

1. Schedule committee meetings, seminars, vacations, and personal appointments on the provider’s calendar
2. 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
3. Collect and distribute mail
4. Contact PAS department with any clinic delays in providers arrival or clinic schedule per clinic policy
5. Complete all Disability forms and FMLA forms per clinic policy
6. Review failed fax logs
7. Correct any issues by working the hold/denial buckets

PERSONAL CHARACTERISTICS 

1. Strong interpersonal abilities

2. Well organized

3. Maintains confidentiality

4. Service orientation

5. Work accurately and methodically

Requirements

PREFERRED QUALIFICATIONS

1. Two years of experience in a medical setting preferred

2. Associate's degree in medical office administration or technology

3. Experience with ICD-10 and CPT- 4 coding

4. Experience with Microsoft Office Suite

5. Ability to relate sensitively to patients

6. Ability to communicate well

PHYSICAL REQUIREMENTS

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 up to 15 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.