Department Secretary

BMC Software•Boston, MA

1d•Onsite

About The Position

Greets patients and visitors in the out-patient clinic areas. Provides appointment scheduling and patient registration. Answers telephones, messages, and checks patients in and out of the clinical areas. Collects co-payments, confirms eligibility, and manages clinic flow in collaboration with other clinic staff. The Department Secretary reports directly to the Practice Manager and has the authority to carry out the directives of the Practice Manager and the day-to-day activities involved in the operation of the division, within the overall boundaries of policies, procedures, and departmental protocols.

Requirements

Ability to fluently read, write, speak and understand the English language required.
Typing skills must be a minimum of 40 wpm.

Nice To Haves

Associates Degree preferred.
Medical terminology preferred.
Word-processing and computer data entry experience preferred.
Knowledge of insurance coverage systems, including but not limited to co-payments, referrals, HMO, PPO and capitated products, preferred.
Experience with organization of medical charts preferred.
Ability to analyze operational issues and solve them creatively.

Responsibilities

Provides superior customer service to internal and external clients, customers, and patients as referenced in the Service Excellence Standards.
Performs duties and provides assistance according to policy and procedures, as well as any directives from the Office Manager.
Assists patients and visitors in a prompt and courteous manner.
Provides routine information to patients.
Notifies appropriate staff of patient and family arrival and maintains constant communication with other clinic staff on patient’s flow through their appointment.
Answers telephones, routes calls, takes messages and provides routine information to callers.
Takes accurate messages and gives to appropriate person.
Uses good, sound judgment to screen calls and assess the urgency of patient problem.
Locates physician immediately in case of emergency.
Returns call to patients the same day as directed by the physician.
Register patients for appointments.
Ensures patients sign demographic sheets and other forms upon arrival.
Confirms demographic information, health insurance and referral information.
Schedules patients for future appointments and/or tests as directed.
Scans all patient medical records into electronic system upon receipt.
Scans and files all processed testing requisitions.
Confirms scheduled testing information with outside offices.
Manages clinical inbox and dashboards in electronic medical record system.
Performs other duties as requested
Monitors cardiology waiting area to ensure area is neat and assists patients in a timely manner.
Straightens magazines and restocks brochures.
Updates patients and families on status of family member, delays, and scheduling changes.