Department Secretary

STATUS:  Per diem          

JOB TITLE: Department Secretary

DEPARTMENT: Healthy Moms

LOCATION: St. Mary's Campus - 75 Genesee St-  75 Genesee Street
Rochester, NY 14611  

SCHEDULE: Day shift, 6 hours, M-F 845am-315pm,  On call requirement

SUMMARY

The Department Secretary is responsible for the clerical/administrative support for department, including reception, transcription and file maintenance. The department secretary would perform tasks/operations which serve to enhance the department’s integration within the system. Must adhere to unity’s policies and procedures and maintain confidentiality at all times. Must adhere to unity’s policies and procedures and maintain confidentiality at all times. Provide superior customer service by modeling the Brand Promise and Core Values. 

RESPONSIBILITIES

• Performs receptionist duties, including greeting, answering phone calls and inquires from visitors. Refers complainants and grievances to the appropriate person for follow-up. 

• Assists with facilitating central communication within the department. 

• Performs all aspects of scheduling functions/needs for the department. This includes schedules of leadership, as well as schedules for visitors and patients as applicable. This may also include scheduling lab work, referrals, etc. Communicates changes / updates in schedule in a timely fashion. 

• Manages workflow within the department in order to achieve deadlines. Acts as a liaison with other departments. This may include patient flow where applicable. 

• Processes incoming and outgoing faxes. Receives and distributes mail to appropriate departments and individuals. Inventories, orders, records and receives all supplies. Oversees maintenance of all office equipment (copier, fax machine, printers, etc).

• Compiles daily, weekly, monthly and quarterly reports and data at the request of leadership. 

• Assists leadership with document preparation for interview and hiring process, performance evaluations, and other personnel actions. 

• Works with leadership to process all requests which flow through the department, including obtaining authorization through various channels. This may include insurances.

• Tracks supply levels and order supplies as needed. 

• Processes multiple forms of letters and maintains patient demographic databases.

• Will float to other units and perform all job functions at each unit as necessary.

• For Clinical Areas: May be responsible for medical record management to include opening medical charts / records, accurate filing, chart audits and thinning / closing medical records.

• For Clinical Areas: Completes patient registration process. Verifies accuracy of registration information. Keeps information current and updates as changes occur. Accurate processing (charge entry) and verification of patient charges. Collects co-pay as needed.

• For Clinical Areas: Processes physician orders as it relates to scheduling procedures.

• For Clinical Areas: Releases medical records according to UHS and departmental HIPAA policy. 

• For Long-Term Care: May be responsible for petty base box reconciliation. Investigates and resolves discrepancies. Oversees payment and deposit ledger on a daily basis. 

• PT Only: Maintain inventory, storage and cleanliness of equipment and treatment area.

• PT Only: Provide patient care: including but not limited to set –up of equipment, prepare patient for treatment.  Assist therapists with patient transfers, ambulation, toileting, and equipment retrieval/ adjustments. 

REQUIRED QUALIFICATIONS

• NA

PREFERRED QUALIFICATIONS

• Associates degree

• 2 years clerical experience

• For ElderONE only:  1 year of experience working with a frail or elderly population

EDUCATION:

LICENSES / CERTIFICATIONS: 

PHYSICAL REQUIREMENTS:

S - Sedentary Work - Exerting up to 10 pounds of force occasionally Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

For disease specific care programs refer to the program specific requirements of the department for further specifications on experience and educational expectations, including continuing education requirements.

Any physical requirements reported by a prospective employee and/or employee’s physician or delegate will be considered for accommodations.

PAY RANGE:

$17.25 - $19.88Rochester14611

The listed base pay range is a good faith representation of current potential base pay for a successful full time applicant. It may be modified in the future and eligible for additional pay components. Pay is determined by factors including experience, relevant qualifications, specialty, internal equity, location, and contracts.

Rochester Regional Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity or expression, national origin, age, disability, predisposing genetic characteristics, marital or familial status, military or veteran status, citizenship or immigration status, or any other characteristic protected by federal, state, or local law.