Secretary Department

Job Overview:

Responds to medical records requests, in timely accordance with HIPAA regulations. Ensures accessibility to medical records by managing and maintaining an organized medical records environment. Systematically prepares closed records for off-site storage. Ensures that filing is completed in a timely manner. Ensures all medical records requests are processed according to standards. Orients new staff to medical records procedures. Ensures that medical records are transferred to and from other units and departments in a time efficient manner. Scans Medical Records into AVATAR as per policy

Qualifications:

Required:

• High School Diploma
• One year secretarial experience preferred. Some knowledge and experience with computers, Microsoft Word preferred.

Preferred:

• Medical Terminology

Scheduling Requirements:

• Day
• Full Time

Essential Functions:

• Orients new staff when assigned and participates in staff development when necessary
• Calls patients to confirm scheduled appointments for next day, as requested
• Assists with registration of new patients as requested.
• Provides coverage, including phone, for other clerical staff as indicated in coverage schedule this could include other departments within Ambulatory Services
• When assigned fills out purchase requests, follows up with items delivered, and obtains pricing and delivery
• Accurately types department correspondence from pre-written sources.
• Refers calls to appropriate area for assistance when necessary
• Photocopies, as requested, and within time frames
• Assists with all data entry as assigned by supervisor
• Picks up and delivers mail for department, in accordance with weekly schedule
• Files documents in chart in the proper location
• Assists in monitoring completion of required documentation in medical record including assessments.
• Prepares and types statistical reports for specialty programs within established times frames
• Faxes documents, as requested, in accordance with HIPAA regulations.
• 15. Receives, organizes, distributes, and files faxes received for assigned areas
• Calls no shows next business day, and documents calls in AVATAR when assigned
• Check voice mail as scheduled
• Accurately schedule patients for group schedules in AVATA
• Reschedule patients as per clinicians instructions
• Make reminder calls for Medication visits and Psychiatric Evaluations when assigned
• Prepare routine letters (no show) for failed initial appointments
• Maintains case roster, referral and discharge logs
• Tracks emergency assistance expenditures, and sends to patient by next business day
• Collaborates with supervisor in assigning and prioritizing work assignments, and assigns clerical tasks based on priority
• Assist in the process of the Urine Drug Screen by by preparing the cup with label before giving to patient, entering the order in the SCM data base, ensuring that the urine is brought across the street to Security so that it may be sent to Lab, and retrieving results when asked by Clinical Staff
• Maintain annual competency in UDS Testing
• Processes admission/discharge process in USTF database
• Completes other tasks not specified but requested by a supervisor deemed necessary to facilitate appropriate work flow within the department
• Prepares and types census sheet for APH and Intensive Outpatient Programs at required intervals.

Benefits and Perks:

At RWJBarnabas Health, our market-competitive Total Rewards package provides comprehensive benefits and resources to support our employees physical, emotional, social, and financial health.

• Paid Time Off (PTO)
• Medical and Prescription Drug Insurance
• Dental and Vision Insurance
• Retirement Plans
• Short & Long Term Disability
• Life & Accidental Death Insurance
• Tuition Reimbursement
• Health Care/Dependent Care Flexible Spending Accounts
• Wellness Programs
• Voluntary Benefits (e.g., Pet Insurance)
• Discounts Through our Partners such as NJ Devils, NJ PAC, Verizon, and more!

Choosing RWJBarnabas Health!

RWJBarnabas Health is the premier health care destination providing patient-centered,

high-quality academic medicine in a compassionate and equitable manner, while delivering

a best-in-class work experience to every member of the team. We honor and appreciate the privilege of creating and sustaining healthier communities, one person and one community at a time. As the leading academic health system in New Jersey, we advance innovative strategies in high-quality patient care, education, and research to address both the clinical and social determinants of health.

RWJBarnabas Health aims to truly make a unique impact in local communities throughout New Jersey. From vastly improving the health of local residents to creating educational and career opportunities, this combination greatly benefits the state. We understand the growing and evolving needs of residents in New Jersey whether that be enhancing the coordination for treating complex health conditions or improving community health through local programs and education.