Behavioral Health Secretary

At Bristol Health, we begin each day caring today for your tomorrow. We have been an integral part of our community for the past 100 years. We are dedicated to providing the best possible care and service to our patients, residents and families. We are committed to provide compassionate, quality care at all times and to uphold our values of Communication, Accountability, Respect and Empathy (C.A.R.E.). We are Magnet ® and received the 2020 Press Ganey Leading Innovator award for our rapid adoption and implementation of healthcare solutions during the COVID-19 pandemic. Use your expertise, compassion, and kindness to transform the patient experience. Make a difference. Make Bristol Hospital and Health Care your choice.

This position works under general supervision, performs a variety of moderately complex clerical and support services activities for the department. The successful individual will exercise some independent judgment in accordance with well-established policies, procedures, and techniques. May perform some straightforward analyses. Resolves routine customer/employee questions and problems to assist the team.

Provides administrative support:

• Answers telephone calls.
• Greets patients/visitors upon arrival.
• Resolves routine patient/employee questions and problems utilizing knowledge of department policies and procedures.
• Responds to patient inquiries concerning various services available in the department, and provides other routine assistance upon request. Explains any delays in service.
• Understands how to escalate issues and follow the call escalation process.
• Handles crisis situations with tact while alerting providers of situation, requesting help.
• Takes messages as necessary and ensures that the messages are provided to the appropriate practitioners.
• Maintains and updates appointment schedule for supervisor, professional staff and/or patients.
• Makes necessary cancellations, changes, and adjustments to the schedule to accommodate emergencies and provide for maximum availability of supervisor/staff while minimizing broken appointments.
• Directs patients/visitors on arrival to appropriate staff member and/or meeting room.
• Works with a team to minimize backlog in the waiting area.
• Pulls and returns appropriate files/charts upon request.
• Opens and screens mail and refers to appropriate individuals.
• Delivers all outgoing mail on timely basis to ensure daily mailings utilizing appropriate office equipment.
• Compiles and sorts all materials/correspondence needing immediate attention of supervisor/staff.
• Composes routine correspondence on own initiative.
• Operates copy machine, computer and other standard office equipment daily.
• Notifies appropriate staff of any malfunctions of office and department equipment. Compiles forms, reports, etc. and distributes to appropriate individuals on a daily/monthly basis.

Compiles customer/client information:

• Completes all required documentation regarding client visit.
• Assists patients in filling out required documentation.
• Runs automated insurance verification on each visit.
• Updates, organizes, and files case records following a client visit.
• Assist client with registration/scheduling/insurance needs or directs to proper staff member.

Processes department records:

• Maintains and updates departmental record keeping and follow up to ensure timely and proper completion of paperwork.
• Verifies client/customer records and forms for accuracy of information.
• Secures required signatures/approvals, and expedites further processing of paperwork.
• Scanning of patient records/correspondence.
• Logs and forwards information on various projects as appropriate.

Performs miscellaneous duties:

• Performs a variety of tracking and follow up functions.
• Refers questionable matters to supervisor or other designated staff.
• Assists with office opening and closing procedures.
• Completes all mandatory inservices.
• Performs other duties as assigned. Must be willing to be floated or reassigned to another department, unit, office, or location as needed.

Educational / Minimum Requirements:

High School Diploma. Two years in a clerical position. Familiar with using Microsoft Suite or Google Suite.

Prior work in a patient care setting preferred. Ability to work in fast paced environment while ensuring accuracy required.

State/Federal Mandated Licensure or Certification Requirements:

None

Bristol Hospital Mandated Educational Requirements:

General orientation at time of hire. Fire/Safety/Infection Control annually. Other programs as mandated by the Hospital.

Physical Requirements:

Moderate walking, bending, stooping. Physical and digital dexterity. Vision and hearing acuity corrected to normal. Occasional light lifting of office supplies and materials. Extended sitting.

Work Environment:

Normal office conditions with high volume of telephone, typing and personal contact with varied levels of customers/clients. Extensive use of a personal computer and other office equipment. Front desk/intake exposure to patients and family members.

Cognitive Requirements:

Excellent clerical skills, superior written and oral communication skills, literate in English. Superior organizational skills with ability to follow written and verbal directions with multiple steps. Ability to perform in a fast paced environment.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.