Clinic Office Secretary

SUMMARY: The Clinic Office Secretary is responsible for implementing the scheduling of patients ensuring a full schedule. Completes/routes all appropriate paperwork related to patient care and billing information accurately and within required timelines.

ESSENTIAL DUTIES AND RESPONSIBILITES include the following. Other duties may be assigned.

1. Answers telephones in a courteous, professional and timely manner.
2. Requests and records accurate information from the caller and directs the call to the appropriate party if applicable.
3. Obtains all necessary telephone information from the patient to ensure proper scheduling.
4. Maintains accurate patient schedule at all times. Communicates changes to Customer Service Scheduler and other personnel as directed.
5. Answers visitor questions accurately or refers him/her to the appropriate party in a timely manner.
6. Assembles patient charts per clinic requirements.
7. Refers/files/pulls patient notes/reports/communications as assigned.
8. Check in patients, collect co-pays and ensure co-pay log is accurately completed, reconciled and submitted to the Central Customer Service Department as directed.
9. Ensure all new patient paperwork is completed and fax daily along with the billing information sheet, prescription, and copy of insurance card and ID.
10. Keep track of and fill out appropriate forms for independent gym program if applicable, medical records requests, collect all fees and send to customer service center daily.
11. Fax any lien requests to Customer Service Supervisor daily.
12. Fax or mail EMR reports to physicians as directed.
13. Mail satisfaction surveys to discharged patients.
14. Operates all office equipment (fax, copy machine, etc.) as necessary in the performance of duties.
15. Assists in the ordering of clinic supplies as directed.
16. Attends meetings as required.
17. Completes related work as required, including but not limited to general cleaning of the clinic, set-up of equipment, etc.

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:
High School Diploma or equivalent. Medical secretarial school/courses preferred. Successful experience in front or back medical office preferred.

LANGUAGE SKILLS:
Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to communicate effectively in writing and orally to other staff, physicians and employees.

MATHEMATICAL SKILLS:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.

REASONING ABILITY:
Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS:
Valid California Driver’s license and current automobile insurance.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls and talk or hear. The employee frequently is required to sit. The employee is occasionally required to move between office equipment and reach with hands and arms.

The employee must regularly lift and/or move up to 10 pounds and occasionally up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee occasionally works near moving mechanical parts.

The noise level in the work environment is usually moderate.