Secretary Medical

Yale New Haven Health

3mo ago

Job
Full-time
Entry, Junior & Mid Level
People, HR & Administration
Healthcare
New Haven

AI generated summary

You need a HS diploma or GED, customer service experience (preferably in healthcare), strong communication skills, multitasking ability, and proficiency in computer skills. Bilingual preferred.
You will manage communications, schedule appointments, maintain patient records, assist with data entry, support teamwork, and ensure efficient office operations while prioritizing patient needs.

Requirements

EDUCATION
HS diploma or GED **Employees employed by YNHH effective 9/12/2012 as a result of the acquisition of the Hospital of St Raphael may meet educational requirements with the applicable combination of education and experience and demonstration of current competences.
EXPERIENCE
Experience-Previous customer service experience preferably in healthcare or medical office setting. Proficient computer skills; willing to learn Epic and medical office workflow.
SPECIAL SKILLS
Special skills- Must possess excellent verbal and written communication skills to handle high volume telephone calls, patient visits, patient registration, scheduling of appointments and testing. Must possess ability to prioritize task to enhance work flow and multitask responsibilities. Must be able to interact as part of a multidisciplinary team as well as working independently. Bilingual preferred.

Responsibilities

1. Manages Epic In baskets and correspondence.
2. Composes and proofreads documents to ensure proper grammar usage and verifies spelling accuracy.
3. Uses appropriate format in typing materials.
4. Organizes text in a neat, clean, easy-to-read format.
5. Maintains files and databases in EMR and computer.
6. Reviews incoming correspondence and responds personally or distributes accordingly to others based upon the nature of the communication, time constraints and other critical factors.
7. Prioritizes all time sensitive materials.
8. Carries out requested tasks in a responsive manner by organizing activities to ensure efficient, cost effective completion within the expected time frame.
9. Assists with data entry and maintenance of departmental reports, statistics and databases.
10. Assists with compiling statistics and preparation of departmental reports.
11. Correctly prioritizes work to meet deadlines.
12. Answers incoming calls, triage and transfer calls as appropriate and relay/documents information in EMR.
13. Schedules appointments and procedures.
14. Escalates callers concerns appropriately.
15. Answers phone within three rings identifying self and department on each call; asks the caller's permission before placing on "hold".
16. Utilizes appropriate verbal and non-verbal communication when interacting with each person and situations; asks relevant and understandable questions.
17. Medical secretary provides translation and support to non-English speaking patients and visitors utilizing appropriate resources.
18. Immediately relays accurate messages to appropriate staff.
19. Demonstrates good judgment in screening and routing calls.
20. Maintains a courteous demeanor with all interactions providing prompt and accurate information to involved individuals.
21. Responds to patient, visitor and/or staff questions in a professional and cooperative manner.
22. Promptly schedules appointments for patients; completes appropriate paperwork, obtains referrals and insurance verification according to departmental standards.
23. Is attentive and courteous to all callers providing appropriate information in a helpful and professional manner.
24. Maintains patient Epic charts and department logs.
25. Files, sorts, or stores all material accurately and in a timely manner utilizing the electronic medical record.
26. Maintains complete, accurate records in appropriate order and purges files in accordance with policy to ensure ready accessibility.
27. Assists with development and maintenance of paperless charting system.
28. Assist with maintaining inventory of office supplies and equipment.
29. Appropriately orders supplies as required, avoiding overstocks or unexpected shortages; charges appropriate cost center and account when ordering supplies.
30. Rotates stock and keeps it in a neat and orderly fashion.
31. Unpacks and stores supplies ensuring delivery of ordered items.
32. Assists with fiscal accountability through appropriate ordering of supplies in order to assist manager in maintaining departmental budget; suggests cost savings approaches.
33. Informs Manager of any equipment and/or facility malfunctions or problems.
34. Contacts help desk or service companies as necessary.
35. Always uses equipment appropriately and with care.
36. Maintains a good working knowledge of equipment operations and appropriately troubleshoots problems.
37. Functions well within department.
38. Develops professional work relationships and attitude.
39. Appropriately uses sick leave or personal time; adheres to time and attendance policies.
40. Maintains a "team spirit" attitude.
41. Always demonstrates the ability to remain friendly and cooperative during all work conditions, especially during moments of high stress.
42. Responds in a positive manner to constructive criticism and change.
43. Encourages and supports teamwork and effective interpersonal relationships; avoids antagonism, conflict and inappropriate/unprofessional conversations.
44. Always accepts alternate work assignments in a positive manner.
45. Maintains effective working relationships with patients, visitors, hospital personnel and other work-related contacts.
46. Makes a sincere effort to be helpful to other department members.
47. Seeks help if necessary and refers problems upward as appropriate.
48. Works collaboratively with staff to solve problems, maintaining positive approaches to resolutions.
49. Carries out routine duties conscientiously and with minimal supervision.
50. Willingly volunteers and/or assumes responsibility for additional assignments as required.
51. Consistently maintains a professional demeanor and appearance.
52. Demonstrates a high degree of awareness and sensitivity to patient's needs and conditions by promptly responding to patient and/or visitor needs and questions.
53. Maintains patient confidentiality and privacy.
54. Assists with orientation and mentoring of staff.
55. Functions as a role model and assists in maintaining a professional work environment.
56. Explains correct procedures in a courteous and understandable fashion.
57. Interacts with new employees in a patient and positive manner.
58. Initiates resolutions to problems and questions.
59. Assists with ongoing mentoring and staff development.
60. Consistently seeks out opportunities to increase professional knowledge and skills; attends appropriate inservices and seminars; provides information to staff regarding content of program.
61. Utilizes unassigned work time in an appropriately productive manner.
62. Observes and assists others in order to improve productivity.
63. Assists with process improvement and work flow enhancements.
64. Reads and comprehends all minutes, memos, and updated policies; reviews written hospital policies annually as well as completes assigned education materials.
65. Demonstrates willingness to learn new policies and procedures as implemented.
66. Registers and interviews patients to obtain insurance and general information.
67. Greets patient and family member in an attentive and courteous manner.
68. Enters accurate patient data information and completes department forms in a timely manner.
69. Completes full registration; enters patient registration information into hospital systems accurately.
70. When scheduling appointments, obtains required patient demographic and medical insurance information from medical offices and/or patients.
71. Obtains required pre-certifications and referral information from medical offices prior to patient arrival.
72. Maintains accurate documentation of pre-certification information.
73. Assists patient with questions in a professional and helpful manner.
74. Maintains accurate departmental statistics and databases.
75. Maintains oversight and data entry related to billing process.
76. Inputs insurance information into EMR with accuracy.
77. Performs end of day report for all encounters.
78. Collaborates with central registration and billing in order to ensure all insurance & demographic information is accurate and entered into the EMR.
79. Assists with and maintains efficiencies within Ambulatory Cardiology Offices.
80. Carries out tasks in a responsive manner by organizing activities to ensure efficient, cost effective completion.
81. Independently gathers information and follows up on identified issues or concerns.
82. Assists with coordinating administrative aspects of department projects.
83. Assists with maintaining providers schedules and templates.

FAQs

What is the primary role of a Secretary Medical at YNHHS?

The primary role of a Secretary Medical is to perform a variety of administrative tasks in a busy multidisciplinary ambulatory medical office, including scheduling appointments, managing patient records, and assisting with insurance verification and patient care.

What qualifications are required for this position?

A high school diploma or GED is required, along with previous customer service experience, preferably in a healthcare or medical office setting. Proficient computer skills and a willingness to learn the Epic system and medical office workflow are also necessary.

What special skills are important for the Secretary Medical role?

Important skills include excellent verbal and written communication abilities, the capability to handle high volume telephone calls, patient visits, and registration, as well as the ability to prioritize tasks and multitask effectively. Bilingual skills are preferred.

What are the working hours for this position?

The working hours for this position can vary depending on the needs of the ambulatory medical office, but typically align with standard office hours.

Is previous experience in healthcare required for this job?

While previous experience in healthcare is preferred, candidates with strong customer service experience and a willingness to learn may also be considered.

What type of work environment can I expect as a Secretary Medical?

The work environment is dynamic and fast-paced, requiring collaboration with various healthcare professionals and the ability to handle multiple tasks simultaneously while maintaining a patient-centered focus.

Are there opportunities for career advancement within this role?

Yes, there are opportunities for career advancement, as the role includes mentoring of staff and involvement in departmental projects, allowing for professional development.

Is training provided for new hires?

Yes, training is provided for new hires, including orientation and mentoring to help staff acclimate to the medical office workflow and use of the Epic system.

What is the salary range for this position?

The salary range for this position is between $16.68/hr and $32.47/hr, depending on experience and qualifications.

Does this position require maintaining patient confidentiality?

Yes, maintaining patient confidentiality and privacy is a critical responsibility of the Secretary Medical role.

Yale New Haven Health

Science & Healthcare

Industry

1001-5000

Employees

1996

Founded Year

Mission & Purpose

Yale New Haven Health is making it easier for people to access the latest medical treatments, advanced research and innovations through our five outstanding hospitals – Yale New Haven, Bridgeport, Greenwich, Lawrence + Memorial and Westerly – and our affiliation with the prestigious Yale University and its highly-ranked Yale School of Medicine. Plus, our patients benefit from access to hundreds of dedicated primary care physicians and specialists in Northeast Medical Group and Yale Medicine. We also have advanced clinical relationships with multiple hospitals and numerous outpatient locations throughout the state so you can get the care you need, when you need it. As one organization, we’re working together to make health care more patient-focused, more accessible and more cost-effective. Some call it personalized medicine. We call it good care. For more information, check out the YNHHS Web site: www.ynhhs.org