POSITION SUMMARY
The Secretary provides administrative and clerical support to hospital administration, clinical departments, and Human Resources. This position serves as a professional resource for management, employees, medical staff, patients, families, and visitors. The Secretary also assists the Human Resources Department with employee onboarding, personnel-file preparation, document tracking, and file audits while maintaining confidentiality.
ESSENTIAL FUNCTIONS
Essential duties include, but are not limited to:
- Answer telephone calls professionally, take accurate messages, and route calls to the appropriate staff member.
- Welcome patients, families, physicians, employees, and visitors in a friendly and professional manner.
- Scan, copy, print, organize, and securely file documents.
- Process administrative and departmental orders as assigned.
- Assist with telephone outreach and telemarketing activities.
- Provide clerical assistance to medical and nursing staff as requested.
- Update the clinic calendar with patient appointments.
- Update the clinic notebook daily, including face sheets, advance directive forms, leave-of-absence documents, admissions, discharges, and other changes.
- Respond promptly and courteously to patient and family needs.
- Print and distribute requested documentation.
- Assist Human Resources with preparing and organizing new-hire and personnel files.
- Support the employee onboarding process, including scheduling orientation, preparing onboarding packets, collecting required documents, and tracking completion.
- Verify that employee files contain required documents, signatures, licenses, certifications, background checks, health records, training records, and competency documents, as applicable.
- Assist with routine audits of employee and personnel files to identify missing, incomplete, or expired documentation.
- Maintain HR tracking logs and notify the appropriate staff of missing or expiring documents.
- Assist with preparing HR files and supporting documentation for internal audits, regulatory surveys, and accreditation reviews.
- Maintain employee and patient information in a secure and confidential manner in accordance with HIPAA and hospital policies.
- Follow all hospital policies, safety requirements, and standards of professional conduct.
- Perform all other duties as assigned.
MINIMUM EDUCATION REQUIREMENTS
- High school diploma or GED required.
- Additional training in healthcare administration, business administration, or Human Resources is preferred.
MINIMUM EXPERIENCE REQUIREMENTS
- At least six months of experience in a medical, clinical, administrative, or office setting preferred.
- Previous experience as a clinic secretary, medical secretary, or administrative assistant is preferred.
- Experience assisting with Human Resources, personnel files, onboarding, or compliance audits is preferred.
- Knowledge of medical terminology is preferred.
- Basic computer skills, including email, Microsoft Word, Excel, scanning, and electronic file management.
- Strong organizational, communication, customer-service, and time-management skills.
- Ability to protect confidential information and maintain accurate records.
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Job Types: Full-time, Part-time
Pay: $13.00 - $23.00 per hour
Benefits:
- Dental insurance
- Paid time off
- Vision insurance
Work Location: In person
