Northside Hospital · 1 month ago
Secretary, Pre-Surgery Clinic
Atlanta, GA
Full-time
Onsite
Entry Level
1+ years expNorthside Hospital is an award-winning healthcare facility that is continually growing and expanding its quality of care. The Secretary for the Pre-Surgery Clinic will perform clerical and receptionist functions, schedule appointments, maintain department files, and assist with patient coordination and documentation processes.
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Responsibilities
Performs various types of clerical and receptionist functions, including preparing copies, typing letters, memos, and other documents, and compiling and/or preparing reports; may also be responsible for recording meeting minutes
Receives and screens calls and visitors, responding to routine inquiries with standardized information
Opens and routes incoming mail. Coordinates and prepares mail‑outs which involves maintaining/updating distribution lists
Schedules patient appointments, arranges interpretation services, if needed, schedules staff meetings, and maintains personal calendars for management personnel, which may involve some limited coordination of facilities, meals, etc
Responsible for inventorying and ordering office supplies equipment and for coordinating equipment repair/maintenance
Maintains accurate department files, logs, and records to include admission and census data, invoices, check requests, and time and attendance and payroll information
May perform departmental admissions, charging, crediting, and other related functions, which involve preparing/processing paperwork and data entry
Compiles reports/lists and statistical data. Assignments may involve simple calculations and information that is readily available
May assist patients with forms and applications. Reviews for completeness and makes corrections of a routine nature
Practices proper safety techniques in accordance with hospital and departmental policies and procedures. Immediately reports any mechanical or electrical equipment malfunctions, unsafe conditions, or employee/patient/visitor injury/accident to administrator, coordinator or supervisor
Promotes the continuous quality improvement process in all daily service issues and problem solving opportunities both department specific and hospital wide
Maintain confidentiality with client records and sensitive issues or documents
Communicates regularly with departmental staff and management on a daily basis
Registers patients utilizing Star Clinicals; utilizes Mosaiq/Aria to queue patients and complete appointments, and obtain insurance authorization prior to treatment
Reviews schedule for next day appointments and calls patients for reminder
Maintains office supplies, waiting room supplies, and departmental forms and restocks as needed
Prepares all required documents for submission to respective billing offices for physicians
Ensures all end-of-treatment charts are audited by respective disciplines; properly labels and transfers records to permanent chart, and forwards designated documents to HIS for scanning
Files miscellaneous documents upon request
Screen all incoming calls and give accurate information and distribute phone messages in timely manner
Obtain patient medical record from referring physician and ancillary department in preparation for patient initial consultation and follow-up appointments with physician
Uses principles of the NSH Service Excellence Program when interacting with all customers, in person or by phone, treating all persons with dignity, respect and privacy
Review Hospital physician’s dictation to ensure accuracy prior to physician approval
Prepare charts with appropriate forms for new patient consultation
Screens face to face visitors and assists with coordination of visitor and vendor visits with site supervisors and managers
Maintains office supplies for department and staff
Screens all incoming calls that may include patient, internal department, hospital staff, or insurance company calls. Forwards or enters messages as applicable in Cerner or sends secure email
Utilizes medical terminology and insurance knowledge for communication of incoming efaxes for authorizations, denials or requests. Processes this information in to the Care Coordination Cerner message center
Coordinates meetings, meeting rooms and assists managers with various tasks as needed
Maintains productivity metrics ensuring e-fax and email correspondence is uploaded timely and accurately
Utilizes several computer systems for documentation and processing of correspondence including hospital approvals, denials, appeal responses from insurance companies or government entities
Opens and routes mail to appropriate internal or external departments or staff
Maintains staff distribution lists and assists with new hire onboarding tasks as requested
Maintains and assists with the development of basic spreadsheets or downloads reports for department needs as requested
Covers for Clinical Support Liaisons as needed
Maintains FDA and ACR standards as required for notification and tracking of results to patients, outcome tracking, and various reports
Receives and processes breast related radiology reports and history forms on patients for all NSH imaging locations for entry into MRS system. Consults with radiologist when ACR code or recommendation on report needs clarification
Utilizes established protocols to accurately enter all patients into MRS system for generating appropriate result letter, recall letter and data for outcome tracking on patients and staff
Researches discrepancies and reconciles errors. Notification to patient is required to be accurate and within specified time frames
Utilizes several computer systems to obtain data, compile results, cross-reference and generate desired letters and reports
Maintains and updates unresolved problem case list, certified letters, pathology results and all other requirements accurately for outcome tracking and patient notification according to applicable standards
Breakdown all registrations completed in the appropriate Patient Access areas, by patient type, and record breakdown on the Daily Activity Report Worksheet. Calculate report and distribute Wait Time Reports and Matrix Sheets from the previously completed day (s) for the appropriate Patient Access areas
Record the House Census daily, as reported from Patient Care. Distribute a summary of the House Census each week to the Patient Access Manager. Record and report all “unlinked” surgery accounts, as indicated by the Patient Access registration cards
Calculate, compose, and distribute the Patient Access Central & Ancillary Admissions report each week. Calculate, compose and distribute the Inpatient Productivity Report and the Outpatient Productivity Report each month
Assist at front reception desk, and/or acts as a patient registration representative as needed to keep optimal service levels in the department. Answers inbound phone calls to the department and to the manager as requested
Assist the Patient Access Manager and Supervisors in the organization of data for staff job performance evaluations. Maintains all Patient Access productivity files and STAR Batch Reports (30-day rotation) and Census data (one-year rotation)
Maintains education and Perioperative Beginnings classroom calendar
Maintains competency records
Coordinates performance evaluation process
Maintains employee files
Pump inventory management
Pump invoicing and record keeping
Inpatient and outpatient charge entries into Star and outpatient series account management
Patient and staff supplies - inventory management, restocking and ordering
Direct customer service related to billing issues
Lead for Lactation Technicians: supervise activity of accounts receivable and billing
Compilation of monthly productivity reports
Utilize Net Learning to; record registration, close out classes, record the annual calendar and class attendance. Records meeting and classroom requests in Net learning and Outlook
Scans employee badges into Net Learning and downloads badge information
Orders course booklets/supplies for all classes
Update and distributes NSU catalogue quarterly
Manages the Educational Resource e-mail
Processes invoices, check requests, special purchase requisitions, makes deposits to accounting. Records and files to appropriate sub accounts
Reviews duplicate medical records report to determine validity of information
Accurately reviews the patient record in Star, ACC Reg Overlay, GCS Nextgen, and HPF to critically determine what next steps are needed
Resolves duplicate medical records following the attached documented process
Communicates updates to the appropriate parties at Atlanta Cancer Care, Georgia Cancer Specialists, I.S. and internal leadership
Updates the patient information in ACC Reg Overlay and in the designated Update tool used for the Nextgen/Star integration
Work with multiple Excel spreadsheets open
Maintains thorough working knowledge of the financial transactions and processes payments of invoices and verifies invoices paid through Accounts Payable system
Coordinates invoice follow-up resolution and reporting
Maintain weekly reporting of input/output and performance analysis
Update (s) and adjust (s) staff e-timecard system and process staff payroll
Ensures adherence to corporate and department compliance, policies and procedures
Provides training to peers about SH and clock in/out system
Follows the appropriate chain of command and uses system resources available to make the correction determination and actionable steps
Receives and inputs Interpretation Services requests into computerized database
Responsible for maintenance of interpretation database & active involvement in the creation of new database features
Compiles and maintains data from external contracted services for analysis and tracking
Appropriately prioritizes and schedules interpreters to fill requests for language interpretation, effectively maximizing available interpretation resources
Plans additional interpreter coverage, as necessary and appropriate to ensure adequate interpreter availability during hours of operations
Responsible for the checking in and out of all additional resources (resource & agency interpreters)
Orients interpreters to data collection & assignment information
Provides “on the spot” education to staff about available interpretation & translation resources & how to access resources
Maintains department procedures. Routinely works with sensitive or confidential information, documents and issues
Practices proper safety techniques in accordance with hospital and departmental policies and procedures. Immediately reports any mechanical or electrical equipment malfunctions, unsafe conditions, or employee/patient/visitor injury/accident to Supervisor
Demonstrates service excellence behaviors routinely in encounters with all customers
Monitors and maintains department schedule in Excel (adding approved PTO, etc.)
Other duties as assigned by supervisor
Follows the appropriate chain of command and uses system resources available to make the correction determination and actionable steps
Qualification
Required
One (1) year clerical/secretarial/customer service experience OR experience may be offset by an Associates or Bachelors degree
Typing requirements vary by department, see requisition for requirements
Level of proficiency in MS Office (Word, Excel and PowerPoint) varies by department, see requisition for requirements
Preferred
Post high school education
Prior health care experience
Two (2) years of college with emphasis in accounting or business
Two (2) years of experience in accounts payable or purchasing
Demonstrated ability to set priorities and work independently
Successful completion of course in Medical Terminology (depending on amount of medical transcription required for assigned area)
Bilingual – Spanish/English
Good communication skills
Ability to follow detailed instructions
Company
Northside Hospital
State-of-the-art facilities with skilled, caring professionals dedicated to the health and wellness of the communities they serve.
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Billy Hayes
CEO
Deidre Dixon
Chief Executive Officer - Atlanta
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