SECRETARY I (Switchboard)

SUMMARY

The Secretary I performs clerical tasks ensuring a smooth and efficient department flow. They may perform some or all of the categories of tasks contained in this position description. They provide support to a department or to the primary secretary assigned to a physician.

ORGANIZATIONAL RELATIONSHIPS

Accountable to Department Manager

POSITION REQUIREMENTS

Answer telephones/Process faxes

1. Promptly answer the telephones using approved scripting, check voicemails and returning calls
2. Provide assistance to patients
3. Task all clinical questions to physicians or clinical staff per clinic policy
4. Utilize instant messaging or other department communication method to immediately contact clinical personnel with urgent requests
5. Return all phone calls within one business day; urgent calls immediately
6. Provide accurate messages to all staff and task physicians with referring physician requests
7. Process incoming faxes

and/or

Register New Patients and Schedule Appointments

1. Enter or verify demographic and insurance information
2. Process incoming referrals based on clinic and department policy
3. Assess whether a referral from the primary is necessary based on patient insurance
4. Assure the patient’s insurance has a contracted insurance carrier
5. Schedule the appointment
6. Provide the patient directions and any needed information to prepare them for the appointment
7. Send note to the patient and referring physician for patients who don’t show up
8. Make note in patients chart for patients who cancel their appointments

and/or

Complete Precertifications

1. Verify the insurance card is up to date in the system
2. Check eligibility
3. Accurately complete the benefit form
4. Contact the insurance carrier on-line or by phone

and/or

Cover for Secretary IIs when they are on PTO or out of the office.

1. Schedule and order tests/procedures
2. Obtain precerts and referrals as needed

PHYSICAL REQUIREMENTS

While performing the duties of this job, the employee is required to have ordinary ambulatory skills sufficient to visit other locations; and the ability to sit, stand, walk, stoop, kneel, and manipulate (lift, carry, move) light to medium weights of up to 15 pounds. Requires good hand-eye coordination, arm, hand and finger dexterity, including ability to grasp, and visual acuity to use a keyboard. The employee frequently is required to sit, reach with hands and arms, talk and hear.

PREFERRED QUALIFICATIONS

1. Two years of experience in a medical setting preferred
2. Associate's degree in medical office administration or technology preferred
3. Experience with ICD- 10 and CPT-4 coding
4. Experience with Microsoft Office Suite
5. Ability to relate sensitively to patients
6. Ability to communicate well

PERSONAL CHARACTERISTICS

1. Strong interpersonal abilities
2. Well organized
3. Maintains confidentiality
4. Service orientation
5. Work accurately and methodically