Secretary II - Orthopaedic Secretary
Pinehurst Surgical
Pinehurst, NC
Posted ago
Pinehurst Surgical

Full Time, competitive salary, full benefits and bonus potential.

The secretary performs clerical tasks ensuring a smooth and efficient department flow. The secretary facilitates notification of patients and surgeons regarding scheduling of surgeries, appointments and tests. The secretary enters patient/surgery information in computer and maintains accurate and orderly schedules for the provider. The secretary maintains order/charge entry and completion of daily reports and tasks.



Answer telephones / process faxes:

Promptly answer the telephones using approved scripting

Provide assistance to patients

Task all clinical questions to physicians or clinical staff per clinic policy

Utilize instant messaging or other department communication method to immediately contact clinical personnel with urgent requests

Return all phone calls within one business day; urgent calls immediately

  • Provide accurate messages to all staff and task physicians with referring physician requests
  • Process incoming faxes and send out faxes as needed daily
  • Schedule Surgeries and Ancillary Services

Select surgery dates based upon scheduling availability, diagnosis, urgency and MD preferences.

Write up surgery charge tickets with CPT and ICD-9 codes for MD approval.

Put global days into computer per clinic policy

Input surgery charges or turn in to department coder per department policy

Schedule Ancillary Services: document the reason whenever a diagnostic test is not scheduled at Pinehurst Surgical.

Schedule hospital or surgery center surgeries/tests:

  • Fax in the surgery posting sheet/orders and appropriate patient records based on procedure
  • Provide a routing slip with prioritized steps
  • Escort the patient to pre-admissions as needed

Input appropriate orders for surgery or ancillary services

Register New Patients and Schedule Appointments:

Enter or verify demographic and insurance information

Use ihealth task list to register patient if info is received from patient portal

Process incoming referrals based on clinic and department policy

Assess whether a referral from the primary is necessary based on patient insurance

Assure the patient’s insurance has a contracted insurance carrier

Schedule the appointment

Provide the patient directions and any needed information to prepare them for the appointment

Send note to the patient and referring physician for patients who don’t show up

Make note in patients chart for patients who cancel their appointments

Complete Pre-certifications

Verify the insurance card is up to date in the system

Check eligibility

Accurately complete the benefit form

Contact the insurance carrier on-line or by phone

Task the benefit form to the financial counselor and if the patient is present, escort the patient to the financial counselor

Order Management/Charge Entry for Clinic Charges

  • Input appropriate orders per provider requests
  • Follow order and request thru to completion
  • Notify appropriate person(s) if results have not been received in timely manner per department protocol
  • Keep current daily / weekly / monthly order & task reports per clinic policy
  • Input provider charges on a daily basis ensuring all diagnosis and procedure codes are accurately and completely entered
General Administrative Duties

Schedule committee meetings, seminars, vacations and personal appointments on the provider’s calendar

Send out notifications to manager and other persons/entities of provider changes in schedule so that appropriate staffing and surgery schedule adjustments can be made

Collect and distribute mail

Contact PAS department with any clinic delays in providers arrival or clinic schedule per clinic policy

Complete all Disability forms and FMLA forms per clinic policy

Review failed fax logs

Correct any issues by working the hold / denial buckets



  • Associates degree in medical office administration or technology
  • Two years experience in a medical setting
  • Experience with ICD-9 and CPT-4 coding
  • Experience with Microsoft Office Suite


  • Strong interpersonal abilities
  • Well organized
  • Maintains confidentiality
  • Service orientation
  • Ability to relate sensitively to patients

Varies depending on experience 00
About Pinehurst Surgical
Pinehurst Surgical is a state-of-the-art facility located in Pinehurst, North Carolina with locations in Rockingham, Sanford, Raeford, Laurinburg, Troy and more!

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