PS Medical Secretary

The University of Utah•Salt Lake, UT

5d•Onsite

About The Position

Manages health information and medical records for pediatric patients and subspecialty clinics in the Department of Pediatrics at the University of Utah School of Medicine. Provides secretarial and administrative support for pediatric ambulatory clinics comprised of 12 pediatric subspecialty divisions and service lines. Coordinates with multiple clinical teams and subspecialty divisions to ensure optimal patient care and distribution of incoming and outgoing medical records. Assists with fax management, uploading records to patient charts, proposing orders/forms/documents for provider sign-off, identity and chart integrity, adoption processes, and creation of clinical summaries for distribution to care teams. Ensures adherence to privacy protocols, HIPAA compliance, and scanning policies. This position is primarily housed in a call center, separate from clinic locations. Primary job location is 200 S 250 E, Salt Lake City, UT; site rotations are required at Primary Children’s Outpatient Services building at 81 N Mario Capecchi Dr, Salt Lake City, UT. This position is full-time, 40 hours per week. Regular, punctual, and on-site attendance is required. The University of Utah offers a comprehensive benefits package including: Excellent health care coverage at affordable rates 14.2% retirement contributions that vest immediately Generous paid leave time 11 paid Holidays per year 50% tuition reduction for employee, spouse, and dependent children Flex spending accounts Free transit on most UTA services Employee discounts on a variety of products and services including cell phones & plans, entertainment, health and fitness, restaurants, retail, and travel Professional development opportunities Additional benefits information is available at https://benefits.utah.edu/ Additional amenities include a free membership to the onsite fitness center with state-of-the-art equipment; an outdoor patio/terrace featuring seating and outdoor games; and a variety of food truck services.

Requirements

Two years of secretarial experience, or equivalency (one year of education can be substituted for two years of related work experience).
Successful completion of medical software training may be required by a certain date within some departments.
Ability to perform the essential functions of the job as outlined above.
Demonstrated organizational, human relations, and effective communication skills.
Knowledge of medical terminology.
Strong word processing and spreadsheet software skills.
The incumbent may be required to prioritize tasks received from multiple staff members and determine the order of importance.
Ability to use discretion and judgment when scheduling appointments, screening calls, coordinate procedures, tests and other treatments as it relates to the patients care.
Ability to coordinate work processes with other departments, community, governmental or regulatory agencies and must understand the objective and policies governing the activities of the department and be able to effectively communicate this information to interested parties.

Nice To Haves

Two years of experience in a hospital, clinic or laboratory setting.
Patient registration or related field experience.

Responsibilities

Serves as a resource for triage, scheduling, and clinical teams; educates on University policy and procedures related to patient health information and chart integrity.
Coordinates, logs and assists healthcare providers, clinical teams and patients through the medical record release process for the Department of Pediatrics and Primary Children’s Hospital.
Coordinates with the Department of Pediatrics, Primary Children’s Hospital, and other University and non-University community clinics to obtain Protected Health Information ( PHI ) for clinical care.
Assists patients, patients’ family, referring physicians, and third-party carriers to resolve PHI related items; explains various types of medical documents.
Manages individual patient legal documents in the Electronic Medical Record ( EMR ) regarding custody/guardianship, adoption, name change, sex change, etc.
Uploads external lab and imaging results for provider review.
Oversees and distributes the incoming and outgoing fax volume for assigned divisions to ensure timely responses.
Uploads external medical records and distributes to appropriate care teams.
Routes prescription refills, medical orders, prior-authorization forms, outside medical records, patient school plans, patient letters, etc. to appropriate care teams.
Records, monitors, and verifies required data and information.
Opens, uploads, files, and distributes incoming mail.
Researches and resolves issues related to lost documents and/or compromised records.
Creates and/or responds to messages in the EMR with detailed professional notes.
Oversees document distribution, fax management, chart integrity and uploading to the EMR .
Acts as a liaison between the Department of Pediatrics, Primary Children’s Hospital, and other University and non-University community clinics.

Benefits

Excellent health care coverage at affordable rates
14.2% retirement contributions that vest immediately
Generous paid leave time
11 paid Holidays per year
50% tuition reduction for employee, spouse, and dependent children
Flex spending accounts
Free transit on most UTA services
Employee discounts on a variety of products and services including cell phones & plans, entertainment, health and fitness, restaurants, retail, and travel
Professional development opportunities
free membership to the onsite fitness center with state-of-the-art equipment
an outdoor patio/terrace featuring seating and outdoor games
a variety of food truck services