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Secretary Department

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  • Job
    Full-time
    Junior Level
  • People, HR & Administration
    Healthcare
  • Elizabeth

Requirements

  • Required:
  • HS diploma or equivalent
  • Preferred:
  • One (1) year secretarial experience preferred
  • Some knowledge and experience with computers, Microsoft Word preferred

Responsibilities

  • - Orients new staff when assigned and participates in staff development when necessary
  • - Calls patients to confirm scheduled appointments for next day, as requested
  • - Provides coverage, including phone, for other clerical staff as indicated in coverage schedule this could include other departments within Ambulatory Services
  • - When assigned fills out purchase requests, follows up with items delivered, and obtains pricing and delivery
  • - Accurately types department correspondence from pre-written sources
  • - Refers calls to appropriate area for assistance when necessary
  • - Photocopies, as requested, and within time frames
  • - Assists with all data entry as assigned by supervisor
  • - Picks up and delivers mail for department, in accordance with weekly schedule
  • - Files documents in chart in the proper location
  • - Assists in monitoring completion of required documentation in medical record including assessments
  • - Prepares and types statistical reports for specialty programs within established times frames
  • - Faxes documents, as requested, in accordance with HIPAA regulations
  • - Receives, organizes, distributes, and files faxes received for assigned areas
  • - Calls no shows next business day, and documents calls in AVATAR when assigned
  • - Check voice mail as scheduled
  • - Accurately schedule patients for group schedules in AVATAR
  • - Reschedule patients as per clinicians instructions
  • - Make reminder calls for Medication visits and Psychiatric Evaluations when assigned
  • - Prepare routine letters (no show) for failed initial appointments
  • - Maintains case roster, referral and discharge logs
  • - Tracks emergency assistance expenditures, and sends to patient by next business day
  • - Collaborates with supervisor in assigning and prioritizing work assignments, and assigns clerical tasks based on priority
  • - Assist in the process of the Urine Drug Screen by preparing the cup with label before giving to patient, entering the order in the SCM data base, ensuring that the urine is brought across the street to Security so that it may be sent to Lab, and retrieving results when asked by Clinical Staff
  • - Maintain annual competency in UDS Testing
  • - Processes admission/discharge process in USTF database
  • - Completes other tasks not specified but requested by a supervisor deemed necessary to facilitate appropriate work flow within the department
  • - Prepares and types census sheet for APH and Intensive Outpatient Programs at required intervals
  • - Responsible for scanning documents in a timely manner
  • - Responds to medical records requests, in timely accordance with HIPAA regulations
  • - Ensures accessibility to medical records by managing and maintaining an organized medical records environment
  • - Systematically prepares closed records for off-site storage
  • - Ensures that filing is completed in a timely manner
  • - Ensures all medical records requests are processed according to standards
  • - Orients new staff to medical records procedures
  • - Ensures that medical records are transferred to and from other units
  • - Scans Medical Records
  • - Alerts staff that patient has arrived
  • - Provides new patient with demographic forms to fill out
  • - Copies/scans insurance cards and verifies insurance at reception desk
  • - Greets all patients when they arrive, directing them to the proper staff person and notifying staff of the arrival in a timely manner

FAQs

What are the required qualifications for the Secretary position?

The required qualification is a high school diploma or equivalent.

Is prior secretarial experience necessary for this job?

While one (1) year of secretarial experience is preferred, it is not explicitly required.

What are the working hours for this part-time position?

The working hours are from 7:00 AM to 3:00 PM, Monday to Friday.

Is this position eligible for benefits?

No, this part-time position does not come with benefits.

What are the primary responsibilities of the Secretary?

The primary responsibilities include checking in patients, answering phones, rescheduling appointments, getting consents signed, and copying and scanning insurance cards.

Do I need to have experience with Microsoft Word for this job?

Some knowledge and experience with computers, particularly Microsoft Word, is preferred but not required.

Where is the job location?

The job is located at NPC Plaza Building, 654 E. Jersey Street, Elizabeth, NJ 07206.

Is patient interaction a part of this role?

Yes, patient interaction is a significant part of this role, including greeting patients and confirming their appointments.

Will there be any training provided for new staff?

Yes, the position involves orienting new staff and participating in staff development when necessary.

Can I expect to handle confidential information in this role?

Yes, you will be responsible for handling confidential information, and adherence to HIPAA regulations is mandatory.

RWJBarnabas Health is the largest, most comprehensive health system in N.J. and the state's largest private employer.

Science & Healthcare
Industry
10,001+
Employees

Mission & Purpose

RWJBarnabas Health (RWJBH) is the largest, most comprehensive academic health care system in N.J., with a service area covering eight counties with five million people. Our health system includes 12 acute care hospitals (Clara Maass Medical Center; Community Medical Center; Cooperman Barnabas Medical Center; Jersey City Medical Center; Monmouth Medical Center; Monmouth Medical Center Southern Campus; Newark Beth Israel Medical Center; Robert Wood Johnson University Hospital; Robert Wood Johnson University Hospital Somerset; Robert Wood Johnson University Hospital Hamilton; Robert Wood Johnson University Hospital Rahway; and Trinitas Regional Medical Center); three acute care children’s hospitals; Children’s Specialized Hospital, with a network of outpatient pediatric rehabilitation centers; a free-standing,100-bed behavioral health center; two trauma centers; a satellite emergency department; ambulatory care centers; geriatric centers, the state’s largest behavioral health network; comprehensive home care and hospice programs; fitness and wellness centers; retail pharmacy services; affiliated medical groups; multi-site imaging centers; and two accountable care organizations. RWJBarnabas Health is among New Jersey’s largest private employers – with more than 38,000 employees and 9,000 physicians– and routinely captures national awards for outstanding quality and safety. RWJBarnabas Health launched an affiliation with Rutgers University to create N.J.'s largest academic health care system. The collaboration aligns RWJBH with Rutgers' education, research and clinical activities, including those at the Rutgers Cancer Institute of New Jersey - the state's only NCI-designated Comprehensive Cancer Center - and Rutgers University Behavioral Health Care.