JOB DESCRIPTION
MEDICAL RECORDS & OFFICE SECRETARY/RECEPTIONIST
Responsible for performing office clerical support & clerical support for the HCHB Medical Records Department. Performs HCHB functions, in order to improve the clinical, operational and financial success of the agency.
QUALIFICATIONS
- A high school graduate with an office management background.
- Knowledge of office machines and office procedures, preferably in the medical field.
- Must be capable of performing job duties.
KEY RESPONSIBILITIES
- Performs accurate and timely typing as needed.
- Maintains petty cash for the Office Services Department.
- Prepares Airborne/U.P.S. packages for shipping daily.
- Makes meeting/luncheon arrangements when requested by Director.
- Maintains stock of toner for copiers and calls for maintenance service when needed.
- Maintains stock of copy paper and reorders housekeeping’s cleaning supplies as needed.
- Greets individuals who enter front office and directs them to the proper office, or dismiss them in the proper manner.
- Keeps immediate supervisor informed of all problems and/or questions in a timely manner.
- Is assertive in looking for cost saving measures as they relate to the Office Secretary job functions.
- Answers the telephone in an efficient and courteous manner. Screen individual calls and route patient care calls to the Director or Team Leader and scheduling calls to the Scheduler.
- Prepares and maintains accurate and up-to-date telephone lists.
- Receives, records and relays messages to the proper person in a timely manner.
- Locks front door each day at 5:00pm.
- Receives and distributes incoming mail in a timely manner.
- Orders office supplies for the office.
- Maintains “on call” notebook up to date.
- Responsible for HCHB responsibilities: (9/15/2008)
- Prepare assessment packets, including Admission, Recertification and Post Hospital;.
- Breakdown and thin charts;
- Process signed and unsigned Orders and 485’s;
- Follow up on the Order Tracking Report weekly and according to the Order Procedure.
- Reprocess unsigned orders at the end of episode, as task appears on action screen;
- File documentation in patient chart;
- Fax the discharge/transfer summary/episode detail summary and Case Conference/60 Day Summary to the physician, as task appears on action screen;
- Copy documentation and assist with ADR preparation;
- Update HCHB and computer programs as appropriate;
- Mail patient Satisfaction Surveys weekly for discharged patients;
- Order and distribute medical supplies, according to Agency protocols.
- Attends inservices, seminars, or other meetings as assigned by the immediate Supervisor or other management.
- Maintains confidentiality of information related to business practices, business activities, and personnel.
- Maintains a professional attitude when working with staff, fostering the team
philosophy and team environment for all personnel.
- Does not allow personal affairs to interfere with scheduled work time.
- Maintains a professional appearance at all times.
- Provides proper notification and/or advanced notice of absence or tardiness without abuse.
- Participates willingly with special projects and/or overtime work when requested.
- Follows all agency policy and procedures.
Job Type: Full-time
Work Location: In person
