About This Role
The Medical Records & Office Secretary/Receptionist provides clerical support for the office and the HCHB Medical Records Department. This role involves performing various administrative and medical records functions to improve the agency's clinical, operational, and financial success.
Responsibilities
- Perform accurate and timely typing as needed
- Maintain petty cash for the Office Services Department
- Prepare Airborne/U.P.S. packages for shipping daily
- Make meeting/luncheon arrangements when requested by Director
- Maintain stock of toner for copiers and call for maintenance service when needed
- Maintain stock of copy paper and reorder housekeeping's cleaning supplies as needed
- Greet individuals who enter the front office and direct them to the proper office, or dismiss them in the proper manner
- Keep immediate supervisor informed of all problems and/or questions in a timely manner
- Be assertive in looking for cost-saving measures as they relate to the Office Secretary job functions
- Answer 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
- Prepare and maintain accurate and up-to-date telephone lists
- Receive, record, and relay messages to the proper person in a timely manner
- Lock the front door each day at 5:00pm
- Receive and distribute incoming mail in a timely manner
- Order office supplies for the office
- Maintain "on call" notebook up to date
- 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
- Attend inservices, seminars, or other meetings as assigned by the immediate Supervisor or other management
- Maintain confidentiality of information related to business practices, business activities, and personnel
- Maintain a professional attitude when working with staff, fostering the team philosophy and team environment for all personnel
- Not allow personal affairs to interfere with scheduled work time
- Maintain a professional appearance at all times
- Provide proper notification and/or advanced notice of absence or tardiness without abuse
- Participate willingly with special projects and/or overtime work when requested
- Follow all agency policy and procedures
Requirements
- High school graduate with an office management background
- Knowledge of office machines and office procedures, preferably in the medical field
- Capable of performing job duties
Important Details
About the Company
The agency performs HCHB functions to improve clinical, operational, and financial success.
