Clinical secretary job description

1. Answers telephone calls and assess urgency of call. Provides assistance or directs caller to appropriate person, contacting physician/nurse directly for urgent needs. Provides assistance to other receptionists in screening patient calls. 2. Provides specialized information related to section, policies, procedures, insurance and services. Assists patients with the completion of forms. 3. Builds monthly provider master schedules and clinic calendars from established sources and verifies provider sessions worked. Modifies master schedules to accommodate time off, extra patients, hospital emergencies, etc. Creates patient bump lists as necessary due to last minute provider call outs. 4. Schedules patient appointments and resolves scheduling conflicts. Notifies patients of changes/cancellations and prioritizes urgency of appointments for rescheduling. May schedule patients into clinical research studies. 5. Receives patients and visitors. Secures names and needs and directs accordingly. Updates patient information and verifies insurance information, level of services and tracks referrals when necessary. Initiates billing process by completing patient encounter forms and accepts and processes fee for service payments. 6. Books diagnostic tests and specialized appointments for patients at hospitals and other medical facilities and ensures patients are provided with necessary paperwork and specialized instructions for procedures. 7. Schedules surgical procedures for patients. Coordinates available dates for surgery and scheduling of pre and post operative exams and lab work. Obtains and distributes necessary paperwork and maintains system to track completion. Coordinates surgery schedule changes as necessary. 8. Schedules and coordinates departmental meetings, classes, clinics, conferences, etc. 9. Utilizes computer input and retrieve data. Merges and manipulates data to generates complex reports. Compiles and maintains clinical and patient statistical data and produces summaries and reports. 10. Keyboards correspondence, clinical information, reports, publicity material, educational handouts etc. Composes general written material. 11. Obtains patient charts, medical records and lab reports and verifies for completeness. 12. Sorts, screens and distributes incoming mail. Prioritizes and ensures completion of medical forms by clinical staff. Coordinates interdepartmental communication including distribution of medical records and reports. 13. Establishes and maintains filing systems. 14. Maintains inventory of office supplies and educational material. 15. May oversee and instruct support staff. Ensures adequate coverage of reception desk. 16. Performs additional functions incidental to office activities.
Required Education and Experience

Four years of related work experience, two of them in the same job family at the next lower level, and a high school education; or two years of related work experience and an Associate degree; or an equivalent combination of experience and education.

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Position Focus:

Provides high-level administrative and clerical support to an assigned Disease Team of the Yale Cancer Center (YCC) at Smilow Cancer Hospital. Under limited supervision and exercising independent judgment and initiative, assist with the coordination of outpatient clinical activities of the team.

Preferred Education, Experience and Skills:

Oncology experience preferred. Prior experience with Cadence.

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

7:15am - 4:15pm (open to discussing 8am - 5pm)

Wednesday

1pm - 5pm

No holidays/no weekends

2 weeks of FT orientation is required

This role provides secretarial support to admissions, home hospice and spiritual care services. Must be comfortable answering phones with a heavy call volume. This position will support and enhance the agency mission and philosophy, promoting excellence in end of life care.

High school diploma or GED required. Healthcare experience helpful, but not required. Must be proficient in Microsoft Office. Exceptional verbal communication and customer service skills required.

We offer a full range of benefits including:

• Health Insurance *
• Dental and Vision Insurance ^
• Short and Long Term Disability- Employer Paid *
• Life Insurance/Accidental Death & Dismemberment (AD&D) - Employer Paid *
• Flexible Spending Account (FSA) ^
• 401(k) and Roth 401(k) retirement plan with company match
• Paid Holidays ^
• Paid Time off (PTO) ^
• Shift Differentials
• Employee Assistance Program (EAP)
• Tuition Reimbursement Program ^
• Free Flu Shots
• Mileage reimbursement
• Educational Opportunities
• AAA Membership – Employer Paid ^
• Chair Massages – Employer Paid
• Fresh Fruit during the summer
• Semi-Annual “All Staff” meetings
• Fun, employer-sponsored activities and recognition events

* Must work a minimum of 64 hours per two-week pay period

^ Must work a minimum of 40 hours per two week pay period

Must be vaccinated for COVID-19 and influenza or be granted a religious/medical exemption.

EOE

Main Function:

• The Clinical Secretary participates in the multi-disciplinary, team-based process of patient care via the provision of office administrative support.
• The Clinical Secretary plays a vital role in assuring whole patient care is made available to each individual via answering phones, convenient appointment scheduling, accurate and timely referrals and prior authorizations as well as issue resolution.
• The Clinical Secretary is responsible verifying eligibility, collecting appropriate patient payments as well as ensuring compliance and appropriate maximum reimbursement.
• He/she must also understand, interpret and apply knowledge on multiple insurance benefits to specific patient needs.
• The Clinical Secretary will input, classify and manage documentation in the office's electronic medical record (EMR) system.
• The Clinical Secretary will assist in, and perform diverse tasks required to maintain an efficient and organized office.
• He/he will actively support physicians and nurses and be an enthusiastic participant in departmental meetings and actively identify ways to improve processes and service to patients.
• The Clinical Secretary functions under the direct supervision of the Practice Manager or Coordinator and under the daily guidance of providers.
• Individual must be able to manage demanding workload with accuracy and represent the office and staff professionally.
• Position requires excellent customer service skills with patients, and their families, other staff, physicians and other providers, management, vendors, and the public.

Required Job Specific Competencies:

• Demonstrates skill in administrative support within a medical office setting including but not limited to use of an Electronic Medical Record (EMR), Microsoft Word, insurer systems, etc. as well as creative and efficient appointment scheduling, document classification, patient outreaches, insurance verification, Medicare Secondary Payor and other forms accuracy and HIPAA compliance.
• Shows caring and concern for all patients.
• Demonstrates patient centered approach to care, adhering to all NCQA's Patient Centered Medical Home (PCMH) requirements for the delivery of evidence-based care that supports the population needs.
• Exhibits time management skills, keyboarding skills and multi-tasking abilities to assure business components of the practice are maintained at an efficient and effective level.
• Demonstrates the ability to develop and maintain collaborative working relationships with providers, all staff and Practice Management.
• Demonstrates the ability to work independently and exhibits flexibility in decision making and prioritizing assignments.
• Exhibits leadership skills through active support of practice and system goals and objectives
• Actively guards the confidentiality of sensitive information including but not limited to the patients, staff and the health system.
• Can successfully complete the Hospital orientation program and department specific orientation.
• Lives the CARES values at all times.

Qualifications: (Licenses, Certifications)

• Medical Administrative certification preferred.

Education:

• High School Diploma or GED required.
• Medical terminology required.
• Medical Administrative certification preferred

Experience:

• Medical secretarial experience required.
• Medical background required.
• Strong EMR experience preferred.
• Computer knowledge and skills including but not limited to Outlook and Microsoft Office required.
• Knowledge of multiple insurance policies, administrative requirements, copayments, benefit coverage and their application to multiple patients for multiple scenarios as presented in practice setting is strongly preferred.

Thompson Health is an EOE encouraging women, minorities, individuals with disabilities and veterans to apply


Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)