Medical Records

JOB DESCRIPTION

MEDICAL RECORDS & OFFICE SECRETARY/RECEPTIONIST

Responsible for performing office clerical support & clerical support for the HCHB Medical Records Department. Performs HCHB functions, in order to improve the clinical, operational and financial success of the agency.
QUALIFICATIONS

• A high school graduate with an office management background.
• Knowledge of office machines and office procedures, preferably in the medical field.
• Must be capable of performing job duties.

KEY RESPONSIBILITIES

1. Performs accurate and timely typing as needed.

1. Maintains petty cash for the Office Services Department.

1. Prepares Airborne/U.P.S. packages for shipping daily.

1. Makes meeting/luncheon arrangements when requested by Director.

1. Maintains stock of toner for copiers and calls for maintenance service when needed.

1. Maintains stock of copy paper and reorders housekeeping's cleaning supplies as needed.

1. Greets individuals who enter front office and directs them to the proper office, or dismiss them in the proper manner.

1. Keeps immediate supervisor informed of all problems and/or questions in a timely manner.

1. Is assertive in looking for cost saving measures as they relate to the Office Secretary job functions.

1. Answers the telephone in an efficient and courteous manner. Screen individual calls and route patient care calls to the Director or Team Leader and scheduling calls to the Scheduler.

1. Prepares and maintains accurate and up-to-date telephone lists.

1. Receives, records and relays messages to the proper person in a timely manner.

1. Locks front door each day at 5:00pm.

1. Receives and distributes incoming mail in a timely manner.

1. Orders office supplies for the office.

1. Maintains "on call" notebook up to date.

1. Responsible for HCHB responsibilities: (9/15/2008)

• Prepare assessment packets, including Admission, Recertification and Post Hospital;.
• Breakdown and thin charts;
• Process signed and unsigned Orders and 485's;
• Follow up on the Order Tracking Report weekly and according to the Order Procedure.
• Reprocess unsigned orders at the end of episode, as task appears on action screen;
• File documentation in patient chart;
• Fax the discharge/transfer summary/episode detail summary and Case Conference/60 Day Summary to the physician, as task appears on action screen;
• Copy documentation and assist with ADR preparation;
• Update HCHB and computer programs as appropriate;
• Mail patient Satisfaction Surveys weekly for discharged patients;
• Order and distribute medical supplies, according to Agency protocols.

1. Attends inservices, seminars, or other meetings as assigned by the immediate Supervisor or other management.

1. Maintains confidentiality of information related to business practices, business activities, and personnel.

1. Maintains a professional attitude when working with staff, fostering the team

philosophy and team environment for all personnel.

1. Does not allow personal affairs to interfere with scheduled work time.

1. Maintains a professional appearance at all times.

1. Provides proper notification and/or advanced notice of absence or tardiness without abuse.

1. Participates willingly with special projects and/or overtime work when requested.

1. Follows all agency policy and procedures.