Responsible to provide general secretarial support services, including but not limited to, patient registration, patient scheduling, insurance authorization and referral, surgery scheduling, preparing letters of medical necessity, preparing reports, entering order entry department charges, and other secretarial duties as needed for the Hyperbaric/Wound Center. Assists in the delivery of patient care setup as needed.

Education
Minimum:    High School Diploma or equivalent
Preferred:    Graduate of Business or Medical Secretary Program; medical terminology

Registration/Certification/Licensure
N/A

Experience
Minimum:   Two years of secretarial experience using current software applications.
Preferred:   Past experience in a medical environment.

Other Requirements
N/A

Physical Requirements:
The following frequency definitions apply to all Physical Requirements unless otherwise noted:
Occasional:  (0-1/3 of day , 0 - 2.5 hrs/day, 1 - 4 reps/hr)
Frequent:  (1/3 -2/3 of day , 2.5 - 5.5 hrs/day, 5 -24 reps/hr)
Constant:   (> 2/3rd of day , > 5.5 hrs/day, > 24 reps/hr)
NOTE: An asterisk (*) indicates that the item is an essential function.

Non-Material Handling
Standing* - Remaining on one's feet in an upright position remaining stationary - OCCASIONAL
Walking*  - Remaining upright on one's feet, and moving about - OCCASIONAL
Sitting* -  Body remains in a seated position - CONSTANT
Stooping - To bend the body downward and forward by bending the spine at the waist - OCCASIONAL
Bending - To flex the upper body forward - OCCASIONAL
Twisting* - To rotate the upper body forward - OCCASIONAL
Climbing - To move the body in any direction on equipment or structures that do not include stairs or ladders - N/A
Ladders - To ascend and descend ladders - N/A
Stairs* - To ascend and descend stairs - OCCASIONAL
Kneeling - To move the body downwards and come to rest on both hands and both knees - OCCASIONAL
Squatting - To move the body downwards by bending both knees - OCCASIONAL
Crouching - To bend the body forward and downward by bending the spine and the legs - OCCASIONAL
Crawling- To move the body forward or backwards on hands and knees - OCCASIONAL
Reaching Horizontal* - To extend the arms and hands outward, remaining under shoulder height - CONSTANT
Reaching Overhead* - To extend the arms and hands up and out over shoulder height - OCCASIONAL
Grasping* - Using functional gripping of the hand to handle an object - FREQUENT
Finger Manipulation* - To manipulate objects with the use of fingers - CONSTANT
Seeing- Using visual feedback to accomplish a task or activity - CONSTANT
Hearing* - Using sound feedback to accomplish a task or activity - CONSTANT
Repetitive Upper Extremity Use* - Using the arms and/or hands continuously or more than 2/3 of the total time - CONSTANT
Repetitive Lower Extremity Use - Using the legs and/or feet continuously or more than 2/3 of the total time - N/A
Material Handling Pushing* - To exert a force upon an object in order to move it in a certain direction Pushing refers to moving an object away from the person OCCASIONAL Up to 20#
Pulling- To exert a force upon an object in order to move it in a certain direction Pulling refers to moving an object towards the person OCCASIONAL Up to 20#
Lift - Floor to Waist  OCCASIONAL Up to 20#
Lift* - Waist to shoulder  FREQUENT Up to 20#
Lift* - Shoulder to overhead FREQUENT Up to 20#
Carrying* - To transport an object or article using the arms or hands (> 10 feet) FREQUENT  Up to 20#

Environmental Factors
Working alone - N/A
Working in cramped quarters - OCCASIONAL
Constant interruptions* - FREQUENT
Working with hands in water - N/A
Use of power tools - - N/A
Working on ladders/scaffolding - N/A
Exposure to vibration - N/A
Exposure to dust- N/A
Exposure to noise (constant) - OCCASIONAL
Exposure to electrical energy (outlets, etc) - N/A
Exposure to temperature changes (heat, cold, humidity), that require special clothing - N/A
Exposure to slippery walking surfaces - OCCASIONAL
Exposure to solvents, grease, oils - N/A
Exposure to radiant energy, ie computer terminal (more than 4 hours per shift)* - CONSTANT
Working with bloodborne pathogens - N/A

I. Specific Job Responsibilities (Essential Functions):
1.  Initiate registration for outpatient services using the appropriate patient type, adding correct insurance information, demographics, and collecting co-payment. Obtains required insurance referral and authorization to promote facility reimbursement.
2. Schedules patient surgeries and collects diagnostic test results to assist facility admission and requirements. Prepares letters of medical necessity and reports. Schedules patient follow-up appointments as specified and reschedules patient appointments as needed.
3. Maintains departmental files in an up to date, efficient filing system, allowing for easy access and retrieval. Accurately and efficiently checks and prints all provider documentation to facilitate patient care.
4. Completes encounter order entry, ordering of diagnostic testing, and ordering of front office supplies. Demonstrates the knowledge and ability to utilize insurance software system to acquire insurance approvals, benefits, referrals, and authorizations.
5. Supports the department by performing other secretarial duties including, but not limited to: scheduling meetings, answering phones, and photo copying.

II. Organizational Responsibilities:
1. Completed mandatory education, annual competencies and department specific education within established timeframes.
2. Completed annual employee health requirements within established timeframes.
3. Maintained license/certification, registration in good standing throughout fiscal year.
4. Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self. Identifies and works to reduce potentially unsafe patient care or other safety practices.
5. Adheres to regulatory agency requirements, survey process and compliance.

III. Job Behaviors:
1. “Sets the Stage” by using greetings/introductions when interacting with any customer or entering a patient room. Looks and acts like a professional. Uses consistent phone etiquette. Helps people who look lost or confused. Keeps a clean and professional environment and workspace. Clarifies expectations and creates positive handoffs and positive lasting impressions.
2. Fosters a teamwork approach by respecting other members of the hospital team. Stays involved and informed of happenings within the organizations. Creates win-win situations by helping others. Works to resolve conflicts and concerns in a constructive way and asks for assistance in helpful ways.
3. Is the Owner:  Takes responsibility for problems, issues or opportunities for improvement by initiating constructive review of concern rather than negatively attacking an issue. Understands systems and processes and uses appropriate channels to address concerns when out of own span of control. Demonstrates compassion and works beyond “own assignment” by seeing “big picture”.
4. Creates a Caring Environment by communicating in helpful ways. Always protects the confidentiality and dignity of patients and others. Listens with empathy and understanding and provides options and choices.
5. Provides Great Explanations through user-friendly information and explanations (uses language others can understand). Makes sure people know what they can and cannot expect and checks for understanding and agreement.