Medical Secretary

YAI•New York City, NY

2d•$20•Onsite

About The Position

Provides clerical and administrative support for PHC nursing department and medical providers, ensuring appropriate tracking, handling, documentation and distribution of requests and provides excellent service to patients, circles of support and others with nursing- or provider-related inquiries. Ensures appropriate and timely handling of requests in accordance with Premier policies and procedures, providing regular updates to Practice Administrator and escalating concerns and questions, as needed. Receives inquiries by phone, email or through patient portal from external providers and supports regarding PHC patients and/or referrals and coordinates with nursing staff and/or providers to retrieve or provide necessary information; takes complete and accurate messages for providers and nursing staff using Nextgen, as needed. Assists with inquiries regarding prior authorizations for prescriptions, coordinating with Call Center staff, nursing and providers to provide necessary information and/or secure insurance company approval, when needed. Collects and processes all forms, documents and other nursing- or provider-related requests received in person, by efax, mail or through patient portal. Reviews patients’ charts to determine if requests require current or follow-up appointments; contacts patients and/or circles of support to coordinate and schedule appointments, if needed. Completes forms, documents and requests by entering information from records, statements and/or electronic health record and obtains nursing or provider review and sign-off, as required. Coordinates with Referral Specialist to obtain documentation relating to or complete referrals for additional services such as diagnostic testing, lab work, etc. required to complete requests; may assist with making referrals or retrieving results, as needed. Tracks all information relating to requests, forms and other documentation by entering appropriate details (date, time, signature, method of distribution, etc.) and copies of completed documentation in electronic health record. Coordinates distribution of completed forms and documents to requesters including arranging for on-site pick-up, faxing and/or mailing, as directed by requesters, providers or nursing staff. Assists Medical Social Worker with creating and distributing letters and other documents, obtaining appropriate information and ensuring review and/or signoff by nursing or providers. Receives and responds to inquiries from patients, circles of support and/or external providers regarding the status of requests; escalates urgent requests to nursing or providers, as needed. Participates in quality improvement activities and escalates quality, compliance and/or safety concerns to Practice Administrator, supervisor or other applicable departments in accordance with policies and procedures or as directed by supervisor. Monitors and responds to emails in a timely manner to answer inquiries from clinic staff or other support departments (e.g. Billing Department), obtain or provide information or receive assignments from supervisor. Complies with all Federal, State, Local and other relevant regulatory agency requirements, including the Health Insurance Portability and Accountability Act (HIPAA). Performs all duties of a Medical Receptionist and/or Referral Specialist to support day-to-day operations of the clinic, as needed or requested. Performs all other duties, as assigned.

Requirements

High School diploma or its educational equivalent; and Six (6) months experience working as a medical receptionist or performing receptionist and/or clerical duties in an outpatient clinic, doctor’s office, or other healthcare environment; or Satisfactory combination of education, experience and/or training.
Ability and willingness to travel to and/or provide coverage at other clinic location(s) across New York City, as scheduled or requested.
Basic knowledge of Microsoft Office, specifically Word and Outlook and ability to learn electronic systems (e.g. Workday, Practice Management or similar databases etc.).
Excellent interpersonal skills, including the ability to effectively communicate with patients, circles of support and clinic staff at varying levels.
Strong customer service skills and professional manner.
Demonstrated time-management skills, including the ability to switch between and plan, organize and prioritize tasks.
Basic problem-solving skills and good judgment.
Well-organized with strong record-keeping skills.
Ability to meet essential physical demands of position including: using hands to finger, handle or feel objects, tools or controls; sitting, standing, bending, twisting, stooping, kneeling, crouching, pushing, pulling and reaching with hands and arms.

Nice To Haves

Education and/or formal training as a medical secretary.
Experience with individuals with intellectual and developmental disabilities (I/DD).
Working knowledge of medical terminology, disorders, diagnoses, treatments and/or medications.
Verbal and/or written fluency in a second language preferred, Spanish highly preferred.

Responsibilities

Provides clerical and administrative support for PHC nursing department and medical providers, ensuring appropriate tracking, handling, documentation and distribution of requests and provides excellent service to patients, circles of support and others with nursing- or provider-related inquiries.
Ensures appropriate and timely handling of requests in accordance with Premier policies and procedures, providing regular updates to Practice Administrator and escalating concerns and questions, as needed.
Receives inquiries by phone, email or through patient portal from external providers and supports regarding PHC patients and/or referrals and coordinates with nursing staff and/or providers to retrieve or provide necessary information; takes complete and accurate messages for providers and nursing staff using Nextgen, as needed.
Assists with inquiries regarding prior authorizations for prescriptions, coordinating with Call Center staff, nursing and providers to provide necessary information and/or secure insurance company approval, when needed.
Collects and processes all forms, documents and other nursing- or provider-related requests received in person, by efax, mail or through patient portal.
Reviews patients’ charts to determine if requests require current or follow-up appointments; contacts patients and/or circles of support to coordinate and schedule appointments, if needed.
Completes forms, documents and requests by entering information from records, statements and/or electronic health record and obtains nursing or provider review and sign-off, as required.
Coordinates with Referral Specialist to obtain documentation relating to or complete referrals for additional services such as diagnostic testing, lab work, etc. required to complete requests; may assist with making referrals or retrieving results, as needed.
Tracks all information relating to requests, forms and other documentation by entering appropriate details (date, time, signature, method of distribution, etc.) and copies of completed documentation in electronic health record.
Coordinates distribution of completed forms and documents to requesters including arranging for on-site pick-up, faxing and/or mailing, as directed by requesters, providers or nursing staff.
Assists Medical Social Worker with creating and distributing letters and other documents, obtaining appropriate information and ensuring review and/or signoff by nursing or providers.
Receives and responds to inquiries from patients, circles of support and/or external providers regarding the status of requests; escalates urgent requests to nursing or providers, as needed.
Participates in quality improvement activities and escalates quality, compliance and/or safety concerns to Practice Administrator, supervisor or other applicable departments in accordance with policies and procedures or as directed by supervisor.
Monitors and responds to emails in a timely manner to answer inquiries from clinic staff or other support departments (e.g. Billing Department), obtain or provide information or receive assignments from supervisor.
Complies with all Federal, State, Local and other relevant regulatory agency requirements, including the Health Insurance Portability and Accountability Act (HIPAA).
Performs all duties of a Medical Receptionist and/or Referral Specialist to support day-to-day operations of the clinic, as needed or requested.
Performs all other duties, as assigned.