Department Secretary

Overview

 

Department Secretary

Full Time, 80 Hours Per Pay Period, Variable Shifts

 

Methodist Overview: 

Methodist Medical Center of Oak Ridge, part of Covenant Health, is a trusted regional hospital serving East Tennessee with advanced care and a personal touch. With more than 30 specialties, including cardiology, neurosurgery, orthopedics, and vascular care, the facility offers innovative treatments for complex conditions like aneurysms, joint damage, heart failure, and chronic wounds. Backed by a team of over 1,000 healthcare professionals and 250 physicians, Methodist Medical Center combines state-of-the-art technology with compassionate care, earning national recognition for patient safety and excellence in stroke and heart care. Our facilities offer patients all the benefits of medical expertise and innovation while still embodying the convenience of a hometown medical center that is close to the support of family and friends.  

 

Job Objectives:

Performs a full range of secretarial and administrative duties for a specific department or unit. Requires clerical training or experience and some knowledge of the unit's operational procedures. May perform departmental support functions such as entering data into information systems, or other duties similar in nature

 

          1.  Receives incoming telephone calls promptly and courteously:

          2.  Acts as receptionist, answers telephones, route callers, takes messages and provide routine information to callers.

          3.  Type correspondence, reports, memoranda and special projects as requested.

          4.  Carries out the clerical duties necessary for the efficient functioning of the assigned  department;

          5.  Serves as inter-departmental communication resource.

          6.  Maintains and orders office supplies;

          7.  Responsible for scheduling and preparation of department meetings and minutes as needed.

          8.  Maintains department filing systems

          9.  Completes data entry for department computer files as needed.

        10.  Performs other related duties as assigned

        11.  May collect payments and/or deposits, balances cash collected and correctly completes receipts.

 

Responsibilities

• Separates samples and delivers to appropriate laboratory for testing;
• Sorts and distributes outpatient reports;
• Maintains a daily log of patient appointments
• Obtains complete insurance information upon scheduling and relays information on a weekly basis to pre-certification individuals;
• Correlates patient and physician information within patient files;
• Serves as first point of contact for physicians or their office staff relative to questions or problems which they wish to address;
• Schedules appointments for patient assessment, test and follow-up;
• Obtains referrals and records from physicians’ offices;
• Enters patient charges and reconciles with computer printout;
• Prepares records for insurance certification and verifies reimbursement with insurance carriers;
• Assist Departments with product research, preparation of purchase requisitions and end user4 computer training for applicable purchasing programs;
• Completes data entry for new items, supply requisitions, purchase orders, and patient charges.
• Maintains purchase requisitions templates.
• Registers vendors and verifies appointments with departments.
• Completes data entry for department computer files.
• Notifies appropriate departments when scheduling procedures.
• Assembles patient charts in appropriate sequence; places charts in discharge order and delivers to Medical Records on a timely basis;
• Post lab work to chart in a timely manner upon approval of nurse;
• Correctly orders laboratory tests and diagnostic procedures via the computer;
• Makes follow-up appointments and/or consultations with physician’s offices according to hospital policy.

• HEALTH/SAFETY/COMPETENCE: Cannot pose a direct threat to health or safety of self or others.  Must provide safe, efficient, competent care to customer or patient population assigned.  Must demonstrate competency of the unit specific functions described in the performance continuum, skill lists and/or standards. 

Qualifications

Minimum Education:

A high school diploma is required.  Must be familiar with medical terminology; be able to read with comprehension; write legibly; and perform simple arithmetic calculations.  Must have expertise in general office skills: filing, telephone etiquette, and the proper use of grammar, spelling and punctuation.  Must have the ability to perform repetitive clerical tasks on a continuous basis and to concentrate on and pay attention to detail.  Computer experience is required. Must be able to type a minimum of 45 net words per minute.  Must successfully complete department-specific software programs during probation period.  For staff involved in the care of age-specific groups, knowledge of the bio-psychosocial needs of adult, geriatric and pediatric patients is essential.  Special knowledge is required in growth and development needs of pediatric/geriatric patients where applicable.

 

Minimum Experience:

Previous office or related medical experience preferred.  Employee will receive appropriate on-the-job training in departmental procedures. 

 

Licensure Requirement:

None is required.