Senior Clinical Secretary - Otolaryngology, Hybrid

Overview

We are looking for a detail-oriented, skilled communicator to join our experienced admin team serving a large section (ENT, Audiology, and Oral & Maxillofacial Surgery) within a major academic medical institution. Each secretary on our team provides primary scheduling support to several medical providers (Surgeons, PAs, and Audiologists) while maintaining a broad competence in all of our subspecialties. The ideal candidate cares deeply about helping patients, works collaboratively with teammates, and loves solving complex problems. The ability to catch and recognize the implications of details is a must. Experience in a medical context is welcome, but we will happily train the right person who demonstrates these qualities. We are committed to investing in our team members; depending on the person, this can be a great permanent role, or a step to further advancement within the organization.

Candidates must be able to work on site in Lebanon, NH every day throughout the initial training period (minimum 90 days), after which the role can transition to a hybrid-remote arrangement, with up to 4 days per week remote. Secretaries are expected to be on site at least 1 day per week for the long term.

Responsibilities

1. Answers telephone, screens and directs calls, gives directions, and takes messages.
2. Schedules patients, manages calendars, schedules surgical procedures, ancillaries, rotaries, and coordinates deposition scheduling.
3. Designs, analyzes, and coordinates master and other schedules.
4. Maintains, tracks, and sends charts. May provide scribing and other administrative support to clinical staff.
5. Types letters, memoranda, manuscripts, grants, etc. Composes and edits correspondence.
6. Creates forms and spreadsheets, tables, charts, databases and slides.
7. Performs file/record management functions, prepares/constructs charts/departmental patient records, and obtains new medical record numbers.
8. Completes and processes a variety of reports, forms, reimbursements, etc. Obtains authorizations and pre-certifications.
9. Conducts on the job training for new staff members and gives input into performance appraisals. Directs the work of other employees, work study students, floats, temps, volunteers and others.
10. Creates agendas and takes minutes for meetings.
11. Coordinates conferences/meetings and make travel arrangements.
12. Performs budget tracking and record keeping procedures. Addresses billing concerns, and solves patient billing issues. Maintains account/fund bookkeeping, and provides input into budget preparation. Maintains petty cash, collects money from patients, and performs balancing and cash-out functions. Reviews billing sheets.
13. Prepares grants and negotiates outside contracts.
14. Performs other duties as required or assigned.

Qualifications

• High School diploma with 3 years of administrative support experience or the equivalent required.
• Proven experience working with the public required.
• Knowledge of medical terminology may be required.
• Proficiency in PC word processing, spreadsheets, and Excel, Power Point, MC Publisher software's.
• Excellent communication and interpersonal skills required.
• Previous experience working in a medical setting preferred.

Required Licensure/Certifications

• None