Administrative Secretary

POSITION SUMMARY:

The Administrative Assistant reports directly to the Director of Cardiopulmonary and Cardiovascular Services and is accountable for a full range of administrative support for Cardiac Rehab and Stress Lab. Support both departments at Manchester Memorial Hospital and Cardiac Rehab at Rockville General Hospital.  Duties include, answering the telephone, ordering supplies, preparing meeting minutes and various reports, entering department charges, maintaining appropriate patient registration, maintaining and updating quality metrics, policy/procedures/miscellaneous correspondence and record keeping functions. Work closely with Cardiac Rehab RN on administrative tasks for AACVPR renewal. Coordinate with Central Scheduling to schedule patients.

EDUCATION/CERTIFICATION:

• A minimum of a high school diploma is required.

EXPERIENCE:

• At least two (2) years of related administrative support work experience including, medical terminology, record keeping, scheduling and billing.

COMPETENCIES:

• The duties of this position require billing, registration and strong communication skills.
• The incumbent must have strong personal computer skills in a windows based Microsoft environment with a demonstrated proficiency in both WORD and OUTLOOK.  
• Strong ability to multitask to a high volume work environment.

ESSENTIAL DUTIES and RESPONSIBILITIES:

Disclaimer: Job descriptions are not intended, nor should they be construed to be, exhaustive lists of all responsibilities, skills, efforts or working conditions associated with the job.  They are intended to be accurate reflections of the principal duties and responsibilities of this position.  These responsibilities and competencies listed below may change from time to time.  Eastern Connecticut Health Network reserves the right to change or assign other duties and responsibilities to this position.

1. Receives, screens and refers all incoming calls to ensure accuracy and efficiency in communication.
2. Work closely with Cardiac Rehab RN on administrative tasks for AACVPR renewal.
3. Performs charge processing duties, including entering charges in Order Entry and Batch accounts.
4. Provides clerical support including departmental meeting minutes, QI material and other assigned tasks.
5. Collaborates with Patient Access Department to assure accuracy of patient registration process including correct phase, diagnosis and mode of payment.
6. Coodination with Central Scheduling on electronic bookings. Serve as a resource to Central Scheduling for any physician or patient questions.
7. Maintains and updates Policy and Procedure manual. 
8. Inventory and supply management. Process of orders in the Oracle system.
9. Demonstrates organizational skills in maintaining of department correspondences, receipts, Oracle Payment processing and other record keeping functions.
10. Receives patient referrals from physician offices and ensures appropriate materials are sent and received from MD office to process patient.
11. Assists with Cardiac Rehab Marketing by discussing program essentials with potential referrals and arranging orientation appointment.
12. Contacts insurance companies to verify benefits including co-pays, number of sessions allowed and prior authorization as indicated.
13. Maintains patient charts electronically within the Meditech or EMR system.  Scanning documents into EMR as needed.