Sr. Medical Admin Secretary, Pulmonology, 40 Hours, Days

UMass Memorial Health•Worcester, MA

1d•$20 - $29

About The Position

At UMass Memorial Health, everyone is a caregiver – regardless of their title or responsibilities. Exceptional patient care, academic excellence and leading-edge research make UMass Memorial the premier health system of Central Massachusetts, and a place where we can help you build the career you deserve. We are more than 20,000 employees, working together as one health system in a relentless pursuit of healing for our patients, community and each other. And everyone, in their own unique way, plays an important part, every day. Performs secretarial and administrative support services for assigned physicians/faculty/ medical service line chiefs where the work requires a thorough knowledge of medical office procedures and UMMHC business and academic administrative practices. Duties involve interfaces with faculty; medical staff, patients, and various UMMHC administrative management and staff, which require considerable tact and diplomacy. May coordinate associated medical office activities and assigned staff.

Requirements

High School diploma.
6-12 months additional specialized medical secretarial/medical office training.
2-3 years of medical secretarial/administrative support experience.
Software used: Word processing, spreadsheet, presentation graphics, database, Medi-Tech, IDX, Lynx, etc.
High School diploma or equivalent.
Proficiency in Microsoft Office Suite.
Strong organizational, communication, and customer service skills.
Ability to maintain confidentiality of patient and organizational information.
Demonstrated ability to manage multiple priorities in a fast-paced environment.

Nice To Haves

Completion of a medical secretary, medical assistant, or related vocational training program.
1 year of experience in a medical office or healthcare setting.
Proficiency in electronic health record (EHR) systems.
Familiarity with medical terminology, insurance authorization processes, and clinical workflows.

Responsibilities

May perform duties to coordinate medical office activities and staff as assigned, to include training, and scheduling the work of assigned employees, recommending processing improvements and implementing new procedures, and monitoring employee performance.
Transcribes medical reports for physicians from dictation. Produces correspondence, reports, memos, etc. from dictation drafts, models, etc. Proof reads/edits manuscripts, grant applications, academic and professional papers, and other material for appropriate grammar, spelling, format and style.
May attend meetings in capacity of recording secretary. Distributes meeting agenda and minutes.
May serve as coordinator of divisional residency, fellowship, clerkship, and/or graduate or undergraduate education programs.
Composes, or selects standard form letters for physicians’ response to routine inquiries and procedures, such as back-to-work authorizations.
Arranges meetings and activities for faculty for the most efficient use of available time. Makes travel arrangements for trips, conferences, etc.
Schedules and coordinates patient visits, medical procedures for both inpatients and outpatients with admitting, the OR, testing centers, pre-admission, etc.
Coordinates internal and external meetings.
Greets visitors and/or patients. Ascertains their needs, and provides standard information as required. Fosters quality customer service.
Receives and addresses patient-care related phone calls. Provides routine information on procedures and standard policies, refers matters to appropriate person within department.
Identifies problem related priorities, and responds to emergency need to interrupt or contact physician and/or clinicians, within physician’s guidelines.
Issues and verifies patients’ managed care referrals.
Registers patients for each patient visit, utilizing computer-based patient registration/ scheduling system.
Verifies patient’s insurance coverage and eligibility.
Escorts patients to examination rooms and chaperones patients as required.
Collects co-payments from patients for visits, maintains records, and makes daily cash deposit.
May perform on-site charge entry processes, utilizing computer-based systems.
Batches daily encounter forms and relays/submits forms/information to the billing office.
May processes standard and non-standard business office administrative paperwork, such as purchase requisitions, employment requisitions, employee time sheets, expense vouchers, etc. Follows-up with personnel outside the medical office and UMMHC to expedite timely action and alleviate, or report delays as appropriate.
Provides guidance to departmental personnel in medical office and UMMHC administrative policies and procedures.
May provide work guidance to office clerical staff.
Sets up and maintains confidential, sensitive files and records for multiple functions, academic materials, medical records, etc. ensuring efficient retrieval of information. Coordinates retrieval of medical records.
Ensures adequate inventory of office supplies and basic maintenance of office equipment.
May coordinate basic set up and maintenance of office personal computers and associated equipment. Ensures timely service.
Participates in performance improvement initiatives and demonstrates the use of quality improvement in daily operations.
Ensures compliance with health and satiety requirements and with regulatory agencies such as DPH, etc.
Complies with established departmental policies, procedures and objectives.
Attends variety of meetings, conferences, seminars as required or directed.
Demonstrates use of Quality Improvement in daily operations.
Complies with all health and safety regulations and requirements.
Respects diverse views and approaches, demonstrates Standards of Respect, and contributes to creating and maintaining an environment of professionalism, tolerance, civility and acceptance toward all employees, patients and visitors.
Maintains, regular, reliable, and predictable attendance.
Performs other similar and related duties as required or directed.
Patient Scheduling, Registration, and Coordination
Schedules and coordinates inpatient and outpatient visits, procedures, and diagnostic testing, collaborating with patients, caregivers, and ancillary services to ensure accuracy and timeliness.
Registers patients, verifies insurance coverage and eligibility, and secures required referrals or authorizations.
Assists with new patient intake, including collecting demographic and insurance information.
Identifies urgent patient-care needs and escalates to providers or clinical staff as appropriate.
Communication and Customer Service
Answers and screens phone calls, responds to routine inquiries, and routes messages to appropriate caregivers.
Greets visitors and patients, determines their needs, provides information on procedures and policies, and ensures a professional, courteous experience.
Serves as liaison between patients, families, and caregivers to promote timely and effective communication.
Escorts patients to examination rooms and chaperones examinations as required.
Documentation, Transcription, and Correspondence
Transcribes medical reports from dictation and produces correspondence, reports, memos, and other documents.
Proofreads and edits materials for grammar, spelling, format, and style.
Composes or prepares standard letters and forms for review.
Prepares, updates, and maintains patient charts, records, and other documentation in accordance with organization standards and HIPAA regulations.
Billing and Financial Processing
Collects patient copayments, processes payments, and maintains records for daily deposits.
Performs on-site charge entry for submission to billing.
Office and Administrative Operations
Prepares and processes routine administrative paperwork, such as expense and purchase requisitions, and time sheets, ensuring timely submission.
Maintains confidential files and records for medical and administrative purposes; coordinates retrieval of records as needed.
Monitors office supply inventory and ensures basic maintenance of office equipment.