WellSpan Health→
Secretary at WellSpan Health in Greencastle, PA
Skills
Job Description
Full Time (80 Hours/Biweekly)
Shift: Mon-Fri day/eve flex
Wound Care-Under the direction of an Outpatient Clinical Manager or Department Director, acts to greet and receive patients/customers using outpatient services and provide clerical, registration, data entry, insurance verification and "front office" functions for department staff and management. Liaisons with other hospital departments, medical offices, staff, insurance representatives, etc. for effective, efficient, friendly customer satisfaction.
Physical Medicine-Under the direction of the Department Director or Clinical Manager, acts to greet and receive patients/customers using outpatient services and providing clerical, registration, data entry, insurance verification and "front office" functions for department staff and management. Liaisons with other hospital departments, medical offices, staff, insurance representative, etc. for effective, efficient, friendly customer satisfaction.
Clinical Engineering: Under the direction of the Director and Assistant Director of Plant Operations and the Director of Clinical Engineering, performs various clerical and secretarial duties in the Plant Operations Department and Clinical Engineering Department.
Cardiovascular Services-Receives and directs patients and visitors to the Cardiovascular Services Department. Coordinates patient flow within the department and accurately processes patient information. Schedules appointments and handles telephone procedures in an efficient manner.
Responsibilities
Job Class Specifics-Wound Care
Maintains established policies and procedures, objectives, quality assessment and safety standards. Assists in developing Unit and Department Standard Work.
Participates in review of emergency procedures and is capable of assisting in emergency situations.
Enters and/or retrieves data from established computer files using knowledge of various computer software applications.
Interprets and explains the individual insurance benefit services and policies to the patient and/or family as needed. Consistently verifies insurance coverage.
Coordinates insurance related needs eg. Obtaining authorizations, waivers/ABN’s, and insurance tracking.
Practices fiscal responsibility through improvement and innovation.
Processes patient referrals promptly and cordially.
Obtains necessary information to prepare patient hospital account record and complete registration process in accordance with established standards.
Coordinates schedules with other services as appropriate.
Opens and routes incoming mail; distributes correspondence and other materials to staff.
Processes telephone calls cordially and efficiently, takes appropriate messages.
Maintains up to date patient accounts.
Maintains department records appropriately (purchase requisitions, correspondence, department forms, etc.).
Prepares memos, reports, etc. accurately and with appropriate formats, accurately proofreads. Able to produce excel spreadsheets.
Schedules patient appointments within established parameters.
Maintains and updates required patient and regulatory postings in a timely manner.
Schedules meetings, training, and other requirements for staff.
Orders and maintains appropriate inventory of offices supplies.
Maintains a clean, safe office and waiting room area and participates with environment of care practices.
Performs a variety of billing functions including charge entry, patient payment collection and reconciles daily payments.
Coordinates with equipment suppliers to support customer care needs.
Participates in staff meetings and attends other meetings as assigned.
Competes downtime computer process consistent with organizational standard work.
Appropriately monitors and manages required work queues to assist with department operations.
Runs required Epic reports at appropriate intervals. Follows up with staff.
Performs other duties as identified.
Job Class Specifics-Physical Medicine
Maintains established policies and procedures, objectives, quality assessment and safety standards. Assists in developing Unit and Department Standard Work.
Participates in review of emergency procedures and is capable of assisting in emergency situations.
Enters and/or retrieves data from established computer files using knowledge of various computer software applications.
Interprets and explains the individual insurance benefit services and policies to the patient and/or family as needed. Consistently verifies insurance coverage.
Coordinates insurance related needs eg. Obtaining authorizations, waivers/ABN’s, and insurance tracking.
Practices fiscal responsibility through improvement and innovation.
Processes patient referrals promptly and cordially.
Obtains necessary information to prepare patient hospital account record and complete registration process in accordance with established standards.
Coordinates schedules with other services as appropriate.
Opens and routes incoming mail; distributes correspondence and other materials to staff.
Processes telephone calls cordially and efficiently, takes appropriate messages.
Maintains up to date patient accounts.
Maintains department records appropriately (purchase requisitions, correspondence, department forms, etc.).
Prepares memos, reports, etc. accurately and with appropriate formats, accurately proofreads. Able to produce excel spreadsheets.
Schedules patient appointments within established parameters.
Maintains and updates required patient and regulatory postings in a timely manner.
Schedules meetings, training, and other requirements for staff.
Orders and maintains appropriate inventory of offices supplies.
Maintains a clean, safe office and waiting room area and participates with environment of care practices.
Performs a variety of billing functions including charge entry, patient payment collection and reconciles daily payments.
Coordinates with equipment suppliers to support customer care needs.
Participates in staff meetings and attends other meetings as assigned.
Competes downtime computer process consistent with organizational standard work.
Appropriately monitors and manages required work queues to assist with department operations.
Runs required Epic reports at appropriate intervals. Follows up with staff.
Performs other duties as identified.
Job Class Specifics-Clinical Engineering
Promotes the image of the department and the hospital; deals with staff and visitors to the department in a congenial manner.
Keeps positive public relations in mind at all times.
Prioritizes workload at beginning of shift so that important deadlines are met.
Daily, receives incoming work requests, classifies work and forwards to respective Director or Assistant Director, coordinates work with the requesting department as needed.
Daily, by telephone or in person, checks with requesting department regarding satisfaction of work performed, provides feedback to the Director. In the event of an unsatisfactory repair performance, advises the respective Director immediately.
Operates computer, enters all data pertaining to hospital-related equipment for current inventory records, to include warranty information, date of installation, value, owning department and any pertinent information needed to maintain an updated and accurate equipment history file, maintains backup tapes and provides full computer support to the departments.
Data entry of all work requests, (corrective, special or new equipment including preventive maintenance). Calculates all daily time sheets, work requests, preventive maintenance corrective maintenance, special per individual for computer entry and status/cost summary reporting.
Data entry of hospital employees regarding education updates, hours, overtime, vacation, sick leave, etc.
Prepares and insures accuracy of end of month equipment/cost center time reports to include labor hours, labor cost, material cost, and total cost for distribution to department supervisors.
Reconciles open purchase orders with closed inventory records, consults as necessary with department supervisors, purchasing and accounting departments, storeroom and outside vendors regarding shipping status.
Prepares, approves, and distributes all department purchase requisitions for equipment repair, installation or departmental supply use.
Maintains a current outside vendor contract file for departmental and hospital use.
Prepares data entry of all equipment for preventive maintenance scheduling/print out. Assigns, files by department for monthly completion by the department personnel.
Compiles any alerts/updates, user error repair re-occurrences, manufacture repair, etc., for future typing and distribution to the Safety Committee and data entry.
Types and compiles parts status notification/outside maintenance status reports.
Performs Word and Excel functions as required by the department, and computer back-up procedures.
Reviews all capital equipment requests, confers with Supply Chain regarding warranty or supply usage information, verifies equipment was properly tagged and safety inspected. Completes the necessary forms and enters information in computer.
Maintains all hospital alerts/updates, enters in computer, and files in a central location for future use by the department or hospital personnel.
Notifies department head when excessive amount of preventive maintenance inspections occur for their department, so they are able to coordinate scheduling down time inspections.
Initiates outside maintenance requisitions upon request of department supervisor when any equipment requires outside repair or in-house service repair.
Maintains a deletion file and records disposition of equipment.
Functions as a receptionist for the department through interviewing and screening visitors, records pertinent data about visitors and communicates information as appropriate.
Communicates effectively with companies and salespersons concerning appointments and scheduling as required by the Department Director.
Files departmental correspondence, purchase orders, reports, summaries, forms, corrective and preventive maintenance equipment history, and surveys as appropriate.
Enters daily employee time in time log and computer for verification of hospital payroll timecard report.
Maintains an ability to assist in other positions, performs other duties as assigned.
Job Class Specifics-Cardiovascular Services
Promotes the image of the department and the hospital; deals with staff and visitors to the department in a congenial manner.
Receives all patients at the reception window in the Cardiovascular Services Department; adheres to and implements positive customer service behaviors in a consistent manner.
Prioritizes workload at beginning of shift so that important deadlines are met.
Daily, receives incoming work requests, classifies work and forwards to the Manager, coordinates work with the requesting department as needed.
Answers telephone in reception area; responds to requests for information. Refers calls to appropriate staff as necessary; takes complete phone messages to include caller data and response requested. Displays proper telephone etiquette at all times; demonstrates the ability to use the telephone system properly and effectively. Places outgoing calls as requested.
Operates computer, enters all data pertaining to Device Clinic Reports and dessimates to Manager and Clinic as requested.
Demonstrates a willingness to accommodate overtime requirements, or changing priorities in the workplace.
Completes check-in process for all patients and prints face sheets. Reviews face sheet with each patient for any pertinent insurance authorization information.
Checks for accuracy of registration to include correct name, medical record number, and account number.
Reviews patient order, assuring that correct ordering doctor is listed on all orders. Assures that any additional report requests are added in Meditech.
Reviews physician order for documented chief complaints and medical necessity information. Identifies pertinent findings, independently seeks additional information or medical necessity conditions.
Requests patients to fill out medication check lists as needed.
Enters orders for Cardiovascular Services studies into Medictech noting accuracy of information entered to include correct medical record number, correct patient name and birth date, ordering physician, and account number.
Coordinates daily inpatient echo exams by triaging and dispatching to appropriate echo technologist and notification of schedule to nurses & units per protocol.
Works with Patient Access to facilitate outpatient scheduling requests in a timely basis with a focus on patient satisfaction.
Types and compiles department reports, i.e. echo, device, stress dashboards.
Receives requests for scheduling of Cardiovascular Services procedures. Effectively uses Meditech Community Wide Scheduling system to complete requests received from patients, physician's offices, nursing homes, nursing floors. Schedules Cardiovascular Services procedures appropriately in accordance with departmental guidelines. Instructs as appropriate on required preps for requested procedures.
Routinely completes Medical Necessity verification process (including obtaining ABN's) per CWS module.
Coordinates a random sample of outpatient discharge, follow up phone calls evaluating patient experience.
Routinely prints Meditech report to verify test has been dictated and/or transcribed.
Separates and copies final reports for distribution to appropriate areas; distributes to nursing units and physicians as appropriate.
Accurately files reports in departmental files.
Successfully operates Meditech, MUSE, and Echopacs systems.
Performs all duties in accordance with departmental and hospital policies and procedures.
Demonstrates knowledge of various departmental jobs; maintains ability to assist in other positions as required.
Performs other related duties as directed.
Benefits Offered:
- Comprehensive health benefits
- Retirement savings plan
- Paid time off (PTO)
- Education assistance
- Financial education and support, including DailyPay
- Expanded Paid Parental Leave
For additional details: Benefits & Incentives | WellSpan Careers (joinwellspan.org)
Qualifications
Qualifications and Standards
Education: High School Graduate.
Experience: Experience applying customer service behaviors and communication skills required. Prior secretarial and computer operation experience required. Must have exceptional phone and office skills and preferably be able to type 45 words per minute. Must be able to operate a computer proficiently including production of computer spreadsheets. Intermediate or more advanced computer skills required including, but not limited to, Excel, Word, E-Mail and Internet use. Must be familiar with medical terminology. Experience in insurance verification is preferred.
Certifications/Licensure: None required.