Department Secretary

I. Position Function:

Greets patients and visitors in the out-patient clinic areas. Provides appointment scheduling and patient registration. Answers telephones, messages, and checks patients in and out of the clinical areas. Collects co-payments, confirms eligibility, and manages clinic flow in collaboration with other clinic staff. 

II. Job Relationships:

The Department Secretary reports directly to the Practice  Manager.

III. Authority:

Has the authority to carry out the directives of the Practice Manager.

Has the authority to carry out the day-to-day activities involved in the operation of the division, within the overall boundaries of policies, procedures, and departmental protocols.

IV. A. Responsibilities/Essential Functions:

1.) "Provides superior customer service to internal and external clients, customers, and patients as referenced in the Service Excellence Standards."

Performs duties and provides assistance according to policy and procedures, as well as any directives from the Office Manager.

• Assists patients and visitors in a prompt and courteous manner. 

• Provides routine information to patients. 

• Notifies appropriate staff of patient and family arrival and maintains constant communication with other clinic staff on patient’s flow through their appointment.

• Answers telephones, routes calls, takes messages and provides routine information to callers.  Takes accurate messages and gives to appropriate person.  Uses good, sound judgment to screen calls and assess the urgency of patient problem.  Locates physician immediately in case of emergency.  Returns call to patients the same day as directed by the physician.

• Register patients for appointments. Ensures patients sign demographic sheets and other forms upon arrival.  Confirms demographic information, health insurance and referral information.    Schedules patients for future appointments and/or tests as directed.

• Scans all patient medical records into electronic system upon receipt.

• Scans and files all processed testing requisitions. Confirms scheduled testing information with outside offices.

• Manages clinical inbox and dashboards in electronic medical record system.

• Performs other duties as requested

B. Responsibilities/Non-Essential Functions:

• Monitors cardiology waiting area to ensure area is neat and assists patients in a timely manner.  Straightens magazines and restocks brochures.  Updates patients and families on status of family member, delays, and scheduling changes.

V. Reporting Requirements:

Reports to the Office Manager any quality issues in the clinic requiring consideration or action.

VI. Accountability:

Shall be accountable for maintaining the confidentiality and security of all patient-related data and information.

Shall be accountable for abiding by all relevant policies and procedures.

VII. Qualifications:

Minimum Education:

• High school diploma required, Associates Degree preferred.

Minimum Experience:

• One to two years related experience, preferably in a health care setting.

Minimum skills/abilities:

• Medical terminology preferred.
• Word-processing and computer data entry experience preferred.
• Typing skills must be a minimum of 40 wpm.
• Ability to fluently read, write, speak and understand the English language required.
• Strong communication skills.
• Strong interpersonal and telephone skills required.
• Knowledge of insurance coverage systems, including but not limited to co-payments, referrals, HMO, PPO and capitated products, preferred.
• Experience with organization of medical charts preferred.
• Ability to analyze operational issues and solve them creatively.

Compensation Range:

This range offers an estimate based on the minimum job qualifications. However, our approach to determining base pay is comprehensive, and a broad range of factors is considered when making an offer. This includes education, experience, and licensure/certifications directly related to position requirements. In addition, BMCHS offers generous total compensation that includes, but is not limited to, benefits (medical, dental, vision, pharmacy), contract increases, Flexible Spending Accounts, 403(b) savings matches, earned time cash out, paid time off, career advancement opportunities, and resources to support employee and family wellbeing.

Equal Opportunity Employer/Disabled/Veterans

According to the FTC, there has been a rise in employment offer scams. Our current job openings are listed on our website and applications are received only through our website. We do not ask or require downloads of any applications, or “apps” job offers are not extended over text messages or social media platforms. We do not ask individuals to purchase equipment for or prior to employment.