Medical Unit Secretary (Pediatrics)

Monday - Friday - 8:30am - 4:00pm.

Full- Time / Non Exempt (40 hours)

POSITION SUMMARY:

As an integral part of the patient care team, the Medical Unit Secretary performs administrative duties for his/her assigned department, such as scheduling appointments and processing letters and other required documentation. He/she alerts clinical staff when emergent issues arise via phone or in-person requests from patients.  Works alongside clinical team to help manage patient flow organize administrative needs.

ESSENTIAL FUNCTIONS:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Schedules/reschedules patient’s appointments when emergent or patient is in the office.
2. Obtains information from specialty offices when needed for patient care and/or referral management.
3. Manages incoming paperwork and electronic requests.
4. Serves as the first point of contact for all walk-ins; listens to patient needs and determines the best way to proceed and assist the patient.
5. Reviews hospital reports and identifies patients that need follow up appointments.  Reaches out to patients directly to schedule a visit within the appropriate time frame in accordance with Health Center policy.  Notifies clinical staff if there are any concerns regarding the follow-up that is needed.
6. First point of contact for urgent incoming calls and ensures that the call is handled by the appropriate team member.
7. Retrieves mail daily.  Sorts and delivers mail as needed. 
8. Accurately completes forms requested by patients and other medical providers in a timely manner. 
9. Provides oversight to the administrative and registration staff to ensure that the office runs efficiently. 
10. Serves as patient advocate.  Defends and preserve the rights of patients pertaining to all aspects of their care, knowledge and privacy.
11. Responds appropriately to department acuity and activity by providing assistance to peers, patients, and staff as needed.
12. Uses the electronic health record to accurately record work done for patients.
13. Serves as back-up to patient registration staff as needed.

REQUIRED KNOWLEDGE & SKILLS:

1. One to three years of experience working in a medical office along with a solid understanding of medical terminology is required. 
2. Experience processing referrals and insurance authorizations is strongly preferred.
3. Previous experience using an electronic health record is required.
4. Must possess excellent customer service and communication skills.
5. Knowledge of office equipment such as, telephone system, fax, computer, copy machine, etc. is required.  Ability to type 45-55 words per minute is preferred.
6. Bilingual or trilingual is preferred.

REQUIRED EDUCATION & OTHER CREDENTIALS:

1. High school diploma or equivalent is required.
2. 1-2 years of business/vocational training is preferred.