Secretary Ii

Provides administrative / secretarial support to attending physicians. Answers phones, takes messages, directs and responds to inquiries regarding departmental procedures, services and programs.

Under the direction of the attending physician, performs personalized and confidential secretarial and administrative duties.

Takes patient calls and fulfills requests for appointments, information, and contact with physicians / other staff within the department. Responds to messages.

Schedules patients in MOSAIQ/ARIA (Dept electronic scheduling system) for services within the department consultations, follow ups, simulations, and brachytherapy procedures; and outside the department diagnostic radiology and other procedures. Initiates a pre-authorization process for procedures when necessary.

Completes hospital registration of new patients in Eagle; transfers demographic information to MOSAIQ/ARIA and completes department registration in advance of consultation.

Prepares new charts for patients to be seen in consultation, ensuring completeness of records required.

Ensures that all pertinent records and procedure / study results are available when patients are seen in follow-up by the physician.

Obtains demographic and financial information from patients and family in a professional and discreet manner.

Establishes and maintains office records, documents and files.

Photocopies materials as required; prepares correspondence

Provides assistance in covering the responsibilities of other support staff in the department when they are out of the office.

Maintains good attendance, arrives to work on time on a consistent basis.

Displays a positive attitude. Represents the department in a professional manner.

Has the ability to problem solve and to work independently.

Demonstrates ability to handle multiple tasks at one time and to prioritize work

May be required to perform other duties as assigned or perform other duties when necessary.

1. CHECK PATIENTS IN
   1. Greet Patients in a professional, courteous, friendly and timely manner
   2. Check patients in, ensure all information is correct including demographics and insurance. Capture the correct email, phone number, ensure PHI is checked off. Compares demographics from ID cards (government issue ID i.e. driver's license and insurance card)
   3. Ensures PCP/ referring physician is complete in EPIC
   4. Scans all necessary info in EPIC/ patient sign consent
   5. Make copies of insurance/ ID card as needed/ scan into EPIC
   6. Collect co-pay consistently at each appt it is required if the office visit is new or follow up and the insurance requires a copay (no copay for post op visits in the global period)
   7. Gives new patient paperwork to complete

2. MANAGE PHONE CALLS/MESSAGES.
3. Phones answered as they ring, avoid voicemail unless with patient
4. Calls returned within 30 minutes if message left
5. Assist as needed to transfer calls to office at beginning of session/Transfer calls to service at end of session.
6. Check e-mails daily

3. SCHEDULING
   1. Scheduling patient for follow up or procedure at time of check out
   2. Assist with manual confirmation calls as needed i.e. procedure appts
   3. Calls no show appts the day of appt after 20 min. no show, if patient arrives late check with leader and physician if patient can still be seen before turning away
   4. Assist with patient outreach for appt. scheduling as needed- i.e. no show report to re-schedule patients

4. CASH DRAWER & DAILY CASH RECONCILIATION
5. Close cash drawer daily
6. Gives cash copayments / cash drawer sheet to supervisor/ manager daily

5. SUPPLY
   1. Inform if admin. supplies are needed to order to leader i.e. patient sign in sheet

Three to five years of secretarial experience.

Demonstrated ability to type 75 w.p.m.

Computer literacy in word-processing and presentation software required

Strong interpersonal and communications skills and ability to interact with all levels of personnel

Epic experience