Department secretary job description

Department Secretary

Department: Physical Therapy - Moline

Purpose: Provides secretarial and receptionist support for the Physical Rehabilitation Department. Performs a high level of independent technical and computer skills with judgment and initiative. Ensure maintenance of closed medical record and charge entry. Serves as first contact for information for patients, families and medical providers. Monitors patient accounts. Responsible for scheduling of multi-disciplinary therapy sessions. Coordinates and organizes office activates to ensure completion of all clerical and secretarial functions of Physical Rehabilitation Department.

Report To: Manager, Rehabilitation Services

Supervisory Responsibility: Guidance: The job requires the provision of occasional guidance and training to others. The job does not have formal or official supervisory responsibilities.

Materials Responsibility: Very Limited. Work requires very limited responsibility for material resources. Examples of resources could include personal work materials, supplies or equipment, or very small amounts of cash. The employee has a very limited or indirect amount of control over these resources. Although human error might require the repair or replacement of materials, usually the cost of correcting these errors is minor. The variety and volume of resources is also very limited. Problems associated with material resources are very uncomplicated.

Key Relationship: Co-workers/Health System Employees, General Public/Visitors/Volunteers, Physicians/Medical Office Staff, Students/Interns/Residents/Outside Instructors, Patients, Families, and Significant Others

POSITION SPECIFICATION

Education: High school graduation or equivalent

Field Of Study:

Special Training: Basic Life Support; Word processing with a minimum of 60 wpm; medical terminology, shorthand, or speedwriting

Training Preferred: PBT (ASCP) or CMA certification

Licensure/Registration:

Experience: More than 1 year experience required.

Interpersonal Skills: Interaction is with a variety of people. These may be fellow employees, customers, the public or others outside the organization. Communications are of limited difficulty. Interactions usually involve short, straightforward exchanges of information. The job requires a limited amount of interpersonal skills. Interactions are non-stressful encounters and dealing with uncomplicated problem situations.

Working Conditions: There are little or no adverse environmental conditions to consider.

Possible Exposure to Blood Borne Pathogens: None

Miscellaneous:

Department Secretary-Respiratory Therapy

The Respiratory Care Department Secretary is responsible for computing and executing patient charges for Respiratory Care and the Pulmonary Lab. She/He is responsible for scheduling patients for the Pulmonary Lab and coordinating with the physician scheduling as needed. She/He is responsible for preparing and processing PFT test results, answering the phone and relaying messages to the therapists in a timely manner. She/He is responsible for requisitioning all office and department supplies, gathering data and assisting in the preparation of statistical reports and performing other appropriate general office and clerical work. She/He prepares, distributes and scans reports for the Sleep Lab. She/He assists the Heart Station by answering phones and sending reports as requested.

Come join a hospital dedicated to you and your career!

VHC Health is a 453-bed nationally recognized Hospital and teaching facility that has been delivering high quality care to the Washington, DC metropolitan area for over 75 years. VHC is a proud member of the Mayo Clinic Care Network (a national network of independent healthcare organizations), a designated Level II Trauma Center and a recognized Magnet Hospital by the American Nurses Credentialing Center. We are proud to announce that the Leapfrog Group has awarded the hospital with an 'A' grade in Hospital Safety for the 19th year in a row, achieved an Outstanding Patient Experience Award™ for the 10th year in a row and VHC has ranked Number 2 in "Best Hospitals" in the Washington, DC metropolitan area by U.S. News and World Report's 2021-2022 rankings. At VHC we are always striving to provide continued excellence and growth for our employees as well as top notch care for our patients.

Qualifications

* High School diploma or equivalent required. Some college preferred
* Two years of office/clerical experience preferred.

Responsibilities

* Computes and executes patient charges for Respiratory Care and the Pulmonary Lab
* Answers incoming calls. Facilitates communication between members of the healthcare team
* Transcribes and distributes PFT and Sleep Lab reports
* Ensures that all PFT and Sleep Lab reports are read by a physician in a timely manner
* Accurately schedules appointments
* Orders supplies as needed. Purchase orders are initiated as requested

Benefits

* Paid Major Holidays
* Generous Paid Time Off / Vacation
* Sick Time
* Health Insurance
* Dental Insurance
* Undergraduate Student Loan Repayment
* Flexible Spending Accounts (FSA)
* Health Savings Account (HSA)
* Health Fitness & Education Class Discounts
* Employee Wellness Benefits
* Hospital Discount for Employees and Family
* VHC Retirement Program
* Tuition Reimbursement
* Free onsite parking
* Commuter Benefits
* Career Coaching
* Family Leave
* 401(k) + Match
* and much more!

• High school diploma; Associate's degree or an equivalent combination of work experience and education
• Minimum of one (1) year of progressively responsible administrative assistant/secretarial experience
• Previous healthcare experience and medical terminology preferred
• Well-developed organizational and computer skills; attention to detail with high degree of accuracy
• Well versed in Microsoft PowerPoint, Word and Excel
• Ability to handle physical workload involved and stress of working in a hospice care organization
• Ability to work independently and prioritize multiple tasks under minimal direction
• Self-starter who completes assignments accurately and in a timely manner
• Strong (verbal and written) communication skills, including face-to-face, telephone, and correspondence
• Must be able to interact successfully with patients and families and other agencies, as needed, presenting a positive and professional image
• Able to demonstrate strong ethical base related to mission, including confidentiality, sensitivity, and flexibility

Competencies:

• Must satisfactorily complete competency requirements for this position.

Responsibilities of all employees:

• Represent the Company professionally at all times through care delivered and/or services provided to all clients.
• Comply with all state, federal and local government regulations, maintaining a strong position against fraud and abuse.
• Comply with Company policies, procedures and standard practices.
• Observe Company health, safety and security practices.
• Maintain the confidentiality of patients, families, colleagues and other sensitive situations within the Company.
• Use resources in a fiscally responsible manner.
• Promote the Company through participation in community and professional organizations.
• Participate proactively in improving performance at the organizational, departmental and individual levels.
• Improve own professional knowledge and skill level.
• Advance electronic media skills.
• Support Company research and educational activities.
• Share expertise with co-workers both formally and informally.
• Participate in Quality Assessment Performance Improvement activities as appropriate for the position.

Job Responsibilities:

• Provides routine administrative support for the assigned department(s)/Manager(s).
• Coordinates, schedules and sets-up meetings; prepares agendas/meeting minutes and sends group reminders.
• Manages mailings, duplication and dissemination of information.
• Prepares and processes internal and external correspondence.
• Organizes, maintains and updates departmental files and orders office supplies.
• Anticipates the needs of and provides support for the functions of the assigned department(s)/location(s).
• Assists with presentation handouts, overheads, etc.
• Assists with compiling reports.
• Provides phone coverage when needed.
• Performs other duties as assigned.