Senior Secretary (Full-time, Days/Evenings)

Rochester Regional Health•Muscatine, IA

3d•$18 - $20

About The Position

Provide strong clerical and administrative support for leadership. Responsible for general receptionist duties. Demonstrates a high-level of accountability in performance of duties requiring minimum supervision, with a heavy emphasis on computer, organization, and communication skill both verbal and written. Acts as a key contact for leadership, patients, families and outside agencies ensuring follow-up in a timely manner.

Responsibilities

Provides administrative support to department/leadership, including: Answering telephones, taking accurate messages, and responding to inquiries from staff, patients, families, and external agencies/organizations
Distributing incoming mail
Maintaining departmental appointment scheduling
Coordinates communication and patient flow: Prioritizes documents and communicates information to members of the interdisciplinary team
Registers patients upon arrival, as needed
Tracks patient flow and updates the census board
Manages documentation and reporting: Composes, types, and processes correspondence and reports
Maintains accurate and complete departmental files, including: Projects Forms and reference materials Certification and licensure documentation
Utilizes automated payroll systems proficiently
Generates and distributes reports as needed
Supports meetings and departmental coordination: Schedules meetings and prepares agendas with leadership
Books conference rooms and manages leadership calendars
Serves as a liaison to other departments to resolve day-to-day operational and administrative issues
Handles general administrative tasks: Processes letters, memos, reports, meeting minutes, and spreadsheets
Assists with development of multimedia presentations, as needed
Monitors and orders departmental supplies
Coordinates travel arrangements for internal/external individuals
Manages workflow of department secretaries, including staffing coverage across sites
Distributes projects to meet deadlines and ensure balanced workloads
Communicates staffing needs to management as appropriate
Optimizes provider schedules by identifying gaps, conflicts, or access issues and collaborating with management
Trains new hires (orientation, systems, workflows) and existing staff (retraining, new processes, cross-training)
Maintains and updates training materials and standard procedure manuals across sites
Ensures inclusion of forms, resources, contact lists, pharmacy information, and scripting
Cross-trained in registration, front desk check-in, and other roles to support staffing needs
Delivers STAT blood to lab and transports patients, as needed
Retrieves medical records and performs miscellaneous errands
Assists in obtaining patient information under clinical direction
Communicates with external healthcare facilities using professional standards
Supports chart review processes with RN/NP/PA staff
Organizes and collates patient chart documentation and faxed materials
Oversees chart collation, including directing volunteer staff and ensuring proper filing and stamping
Maintains stock of binders and chart materials
Books add-on surgical cases within 24–48 hours of procedure
Reviews daily bookings and follows up on missing documentation or appointments
Schedules add-on CPT appointments and pre-assessment calls as needed
Completes billing processes and tracks quality-related statistics