Become A Department Secretary

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Working As A Department Secretary

Interacting With Computers
Getting Information
Performing Administrative Activities
Communicating with Supervisors, Peers, or Subordinates
Establishing and Maintaining Interpersonal Relationships

Mostly Sitting
Repetitive
$40,000
Average Salary

What Does A Department Secretary Do At Highmark Health

* Operates office equipment, such as voice mail messaging systems and uses word processing, spreadsheet, or other software applications to perform the secretarial functions to support the daily operations of the department.
* Answers telephones and directs calls to appropriate staff.
* Receives and routes messages or documents to appropriate staff.
* Sorts and distributes incoming mail and administers outgoing mail.
* Compiles, records and maintains file, reports and/or correspondence.
* Transmits correspondence by mail, email or fax.
* May greet visitors, ascertain purpose of visit and direct them to appropriate staff.
* May schedule and confirm departmental meetings.
* Performs other duties as assigned or required

What Does A Department Secretary Do At Sutter Health

* Using Epic as a form of communication between staff and physicians as well as documents in Epic communication processes.
* Pages physicians and agencies as needed per a standard form of communication.
* Keeps supplies stocked for all printers and copiers in the general area.
* Performs duties as assigned within a secretary scope of practice.
* Prioritizes work duties based on own judgment and direction of Charge Nurse.
* Uses absolute discretion in maintaining confidentiality in both written and verbal form.
* Acts as a resource person for physicians and nursing staff

What Does A Department Secretary Do At Tenet Healthcare

* This position provides overall secretarial support for a unit composed of heterogeneous functions.
* The position is involved in the composition and correspondence of complex information which has organization wide impact and may have external implications.
* The position may be primarily responsible for all department files and the personal filing system of the Director.
* It will arrange meetings, make travel arrangements, recommend priorities when conflicts in schedules arise and disseminate information on behalf of the Director when appropriate.
* Access to demographic information, orders, and dictated reports related to job function.
* DEPARTMENT SPECIFIC DUTIES:
* Complies with established policies and procedures, objectives, safety, environmental and infection control standards.
* Utilizes and demonstrates skills/knowledge to communicate with and deliver assistance to adult, geriatric and pediatrics patients as needed.
* Cooperates with other personnel to achieve department objectives and maintain good employee relations, interdepartmental objectives, and infection control policies.
* Consistently demonstrates a professional and proactive attitude and actions in all interfaces with employees, hospital staff and physicians as well as patients.
* Provides for privacy and patient/employee dignity by maintaining employee/patient and departmental confidentiality with no infractions.
* Promotes personalized care and attention by complying with appropriate hospital/departmental dress code, wearing nametags and introducing themselves to employees, patients and outside customers.
* Answers phones and responds to verbal requests in a timely manner-phones with 3 rings.
* Is competent in all Tech I and Tech II position responsibilities, meets productivity expectations and competency requirements for each responsibility.
* Demonstrates a complete understanding of release of information and who may have access of patient information with and without authorization, while always complying with all HIPAA requirements.
* Demonstrates proficiency in usage of computer software, prepares minutes as needed, organizes and maintains files to ensure ready access to information.
* Performs other related duties as assigned or requested by management team

What Does A Department Secretary Do At Mercy Medical Center Clinton

* Maintains good rapport and cooperative relationships.
* Approaches conflict in a constructive manner.
* Helps to identify problems, offer solutions, and participates in their resolution.
* Maintains the confidentiality of information acquired pertaining to patient, physicians, employees, and visitors to Saint Joseph Mercy Health System.
* Discusses patient and hospital information only among appropriate personnel in appropriately private places.
* Maintains knowledge to perform the duties of the job.
* Assumes responsibility for performance of job duties in the safest possible manner, to assure personal safety and that of coworkers, and to report all preventable hazards and unsafe practices immediately to management.
* Obtaining legal prescription for rehabilitation services from patient, or physician office.
* When appropriate, also obtains office notes.
* Scheduling of patient appointments.
* Gathers accurate insurance information for verification.
* Efficient and thorough registration of each patient to ensure proper billing.
* Prepares and assembles patient charts.
* Gathers data, establishes, organizes and maintains daily routine and confidential record keeping system/files.
* Provides copies of charts as requested by billing and HIM departments.
* Departs medical records in Healthquest and prepares charts for transfer to HIM.
* Utilizes, maintains and orders appropriate department supplies and equipment in a timely manner.
* Demonstrates accurate and timely communication with other secretaries, team leaders and clinical staff.
* Assists co-workers in completion of daily duties.
* Obtains insurance authorizations as appropriate and coordinates with billing department to ensure accurate insurance verification.
* Reviews insurance benefits with patients upon registration process.
* Receives co-pays, and documents in US Bank software.
* Participates in charge entry, check-in to scheduling system and visit notification within Healthquest registration.
* Demonstrates self-directed learning.
* Behaves in accordance with the Mission, Vision and Values of Saint Joseph Mercy Health System.
* Provides excellent customer service by considering the age specific, development and cultural needs of patients, families and visitors.
* Demonstrates unit/area competencies to specific clerical tasks.
* Identifies and assists in resolution of problems related to safety, sanitation and maintenance of the environment.
* Practices effective communication in all interactions (patient, visitor, co-worker, etc.)
* Promotes a positive work environment by demonstrating teamwork.
* Efficiently navigate between several software programs and patient and staff interaction.
* Other Functions and Responsibilities
* Performs other duties as assigned._

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How To Become A Department Secretary

High school graduates who have experience using computer software applications, such as word processing and spreadsheets, usually qualify for entry-level positions. Although most secretaries learn their job in several weeks, many legal and medical secretaries require additional training to learn industry-specific terminology. Executive secretaries usually need several years of related work experience.

Education

High school graduates can take courses in word processing and office procedures at technical schools or community colleges. Some temporary placement agencies also provide training in word processing, spreadsheet, and database software.

Some medical and legal secretaries learn industry-specific terminology and practices by attending courses offered at community colleges or technical schools. For executive secretary positions, employers increasingly prefer to hire those who have taken some college courses or have a bachelor’s degree.

Training

Secretaries and administrative assistants typically learn their skills through short-term on-the-job training, usually lasting a few weeks. During this time they learn about administrative procedures, including how to prepare documents. Medical and legal secretaries’ training may last several months as they learn industry-specific terminology and practices.

Work Experience in a Related Occupation

Executive secretaries can gain experience by working in administrative positions that have less challenging responsibilities. Many secretaries and administrative assistants advance to higher level administrative positions.

Licenses, Certifications, and Registrations

Although not required, certification can demonstrate competency to employers.

The International Association of Administrative Professionals offers the Certified Administrative Professional (CAP) certification. Candidates must have a minimum of 2 to 4 years of administrative work experience, depending on their level of education, and pass an examination.

Legal secretaries have several certification options. For example, those with 1 year of general office experience, or who have completed an approved training course, can acquire the Accredited Legal Professional (ALP) certification through a testing process administered by NALS (previously known as National Association of Legal Secretaries). NALS also offers the Professional Legal Secretary (PLS) certification, considered to be an advanced certification for legal support professionals.

The Certified Legal Secretary Specialist (CLSS) certification is conferred by Legal Secretaries International in areas such as intellectual property, criminal law, civil litigation, probate, and business law. Candidates typically need to have 5 years of legal experience and pass an examination to become certified.

Advancement

Secretaries and administrative assistants generally advance to other administrative positions with more responsibilities, such as office supervisor, office manager, or executive secretary.

With additional training, many legal secretaries become paralegals or legal assistants.

Important Qualities

Integrity. Many secretaries and administrative assistants are trusted to handle sensitive information. For example, medical secretaries collect patient data that is required, by law, to be kept confidential in order to protect patient privacy.

Interpersonal skills. Secretaries and administrative assistants interact with clients, customers, or staff. They should communicate effectively and be courteous when interacting with others to create a positive work environment and client experience.

Organizational skills. Secretaries and administrative assistants keep files, folders, and schedules in proper order so an office can run efficiently.

Writing skills. Secretaries and administrative assistants write memos and emails when communicating with managers, employees, and customers. Therefore, they must have good grammar, ensure accuracy, and maintain a professional tone.

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Top Skills for A Department Secretary

Top Department Secretary Skills

Payroll
Telephone Calls
Office Procedures

You can check out examples of real life uses of top skills on resumes here:

Received Time Sheets from both department clerks and checked them for accuracy before submitting to the Payroll Office.
Handled telephone calls from parents and district personnel.
Perform general office duties including ordering supplies, maintaining records and maintenance of office procedures and record keeping systems.
Review and data entry monthly inventory sheets for all the above mention facilities.
Handled customer service issues/patient complaints.