The Secretary performs clerical tasks ensuring a smooth and efficient department flow, some clinical tasks and are multi-skilled health professionals who work interdependently with other healthcare professionals to provide quality healthcare to the patient. 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. They are trained to perform both administrative and clinical skills. The goal of the Clinical staff is to optimize outcomes and improve the quality of life for patients through efficient, cost effective care.
1. Patient Satisfaction/Responding to Patients:
- Appropriately schedules time off/Limit unscheduled absences
- Respond to telephone inquires relating to department services.
- Return patient calls promptly.
- Notify Patient of test results in a timely manner per clinic/department policy
- Provide clean and comfortable environment for patients.
- Perform all duties in a timely and efficient manner.
- Schedule follow-up injections as needed if applicable
2. 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
3. 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-10 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
4. 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
5. 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
6. Order Management/Charge Entry for Clinic Charges
- Input appropriate orders per provider requests, only when allowed by clinic policy
- 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 and task reports per clinic policy
- Input provider charges on a daily basis ensuring all diagnosis and procedure codes are accurately and completely entered
7. 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
8. Prepare patients for examinations, procedures and give follow up injections if applicable
- Greet and arrive the patient
- Follow patient verification protocol
- Provide high level of customer service
- Accurately obtain and record medical histories verify all allergies, medications, and vital signs per clinic and department protocol
- Order, collect and prepare laboratory specimens as needed
- Explain treatment procedures
- Ensure proper consents have been signed prior to the procedure by both the patient and MD
- Draw up and/or give injections as ordered by MD
8. Assist the physician during examinations and procedures as needed
- Provide educational materials and aftercare instructions
- Supply proper equipment
- Applies universal precautions and maintain a sterile field as appropriate for procedures
- Prepare dressings
- Clean and dress wounds by order of physician
- Take photographs
- Remove staples or sutures
- Prepare and administer medications as directed
- Order x-rays, cultures
- Respond to prescription requests/refills
- Perform other clinical functions as delegated and supervised by the physician
- Escort patient to the secretary, patient access service associate, or financial counselor
- Prepare pathology form, cup collection label, log and record per policy
- Recognize and respond to emergencies per policy
- Post Operative Follow up
- Calls post-operative patients
- Responds to prescription requests/refills.
- Provides aftercare instructions.
9. Computers: Electronic Medical Records & Practice Management Tasks:
- Accurate Documentation of: All patient history, injections and patient education per clinic policy
- Input charges, notes etc. into Touch works per policy
- E-Fax and call prescriptions
- Monitor and complete daily clinical tasks per department protocol
10. Maintain rooms, equipment and supplies:
- Clean rooms and change linens per clinic policy.
- Empty exam rooms of instruments that need to be cleaned secure nurse’s station cabinets nightly.
- Dispose of all biohazard material per clinic policy
- Assist with ordering clinical and allergy supplies as needed. Put away stock upon arrival.
- Perform inventory of products and prepare reports as requested.
- Maintain inventory and stocking of products
- Sterilize and clean equipment and supplies per established protocols
- Ensure maintenance of equipment is maintained.
- Review department stock medications and samples regularly for expiration date
- Clean exam room and nurses station counters and chairs per clinic policy
11. Safety: Ensure Patient and Staff Safety:
- Follow OSHA guidelines
- Follow universal precautions when caring for patients; Use PPE as directed
- Follow all PSC policies when caring for patients
- Provide wheelchairs and assist patients with ambulation as needed.
- Ask for assistance when needed for lifting or transfer patients
12. Proactively Assist in Fiscal Management of Clinic Resources:
- Assist with maintaining established par levels on regularly used supplies.
- Avoid the need to over-night items or pay increased shipping fees for “rush orders.”
- Notify manager or discuss with peers blocks of time when there are no appointments to
- Maximize down time completing tasks that are difficult to due during a busy clinic.
13. Work Collaboratively to Promote Increase in Clinic Patient Volume
- Assist MD’s, department manager and marketing director with Department promotions as needed
- Look for ways to expand the clinic services and patients. Discuss with department manager as needed.
1. Associates degree in medical office administration or technology
2. Two years of experience in a medical setting
3. Experience with ICD-10 and CPT- 4 coding
4. Experience with Microsoft Office Suite
5. Current Certification or Licensure with no restrictions
6. Current BLS Certification
7. Knowledge of infection control, sterile technique and basic health and safety precautions applicable for work in a clinic setting
8. Use and apply medical terminology appropriately
9. Thorough knowledge of general clinical principles, methodology and measures for outcomes
10. Administrative skills necessary to effectively manage office practice
11. Medical and/or surgical experience preferred
12. Requires ability to stand for up to eight hours a day, bend, reach, squat, kneel, move, lift of patients and/or equipment up to 50 lbs.
1. Strong interpersonal abilities
2. Well organized
3. Maintains confidentiality
4. Service orientation
5. Ability to relate sensitively to patients
Varies depending on experience
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!