Medical Secretary

Job Description

Job Description

Northeast Center for Rehabilitation and Brain Injury is a one-of-a-kind state of the art Skilled Nursing Facility located in Lake Katrine 5 minutes off of exit 19 on the New York State Thruway. Northeast Center offers programs not found in any other nursing home in the region.

We understand the needs of our staff, which is why we have also created a unique benefits program that our staff have praised, which include:

• DAILY PAY
• RAFFLE PRIZES GIVEN WEEKLY/MONTHLY/ANNUALLY
• FLEXIBLE SCHEDULING
• GENEROUS PTO
• INCREASED PAY RATES
• REFERRAL BONUSES

Whether you're starting your career or looking to advance it, Northeast Center for Rehabilitation and Brain Injury is a place to make your mark in the world!

Responsibilities:

• Develop and maintain a good working rapport with executive, administrative, medical, and inter-department personnel, as well as all other departments within the facility.
• Assure and provide executive administrative services to meet the needs of the facility properly and effectively.
• Incorporate effective communication, record-keeping and organizational skills while maintaining confidentiality at all levels.
• Conduct research, accumulate statistical & financial data and prepare reports as directed.
• Transcribe and type correspondence and documentation such as  Monthly risk analysis, weekly census, condition tracking.
• Annual cost report volume of DDS, DPM visits
• Annual order Nursing drug books. Misc purchases-narc logbooks, practitioner stamps, otoscope upkeep
• Print admission report & distribute to MD for H&P tracking.
• Sort paper: consultations, forms for signature, signed forms, daily unit reports, signed wound supply orders, signed ISG forms.
• Prepare business office/SW/family reports for MD signature.3559, 787, LT letters, status letters, Medicaid reports, FMLA forms, Guardianship reports. Distribute to appropriate practitioner for signature. Keep a log to track of what is done & pending-200-300 forms annually.
• Follow-up on MD responses to documentation requests. PA & interchange list
• Notarize Nbr & staff documents. Need to coordinate with SW & neuropsych to verify Nbr has capacity to make decisions.
• Repair glasses. Distribute glasses. Coordinate with UM & SW for purchase of private pay glasses.
• Credentialing: new consultants, new medical group. Annual review for expiration dates/get updated certificates/ get updated liability certificates if applicable. Track vaccine status.
• Create, coordinate, maintain and communicate the physicians’ and providers’ schedules on an on-going basis.
• Liaison between nursing, medical staff, and all other organizational and public entities as required.
• Create and maintain credentialing files:  Process and ensure the completion of the necessary forms/applications, secure verifications, and references, keep up-to-date copies of required registrations, documentation & certificates, monitor for changes, communicate with applicants as necessary, and provide reports associated with credentialing status.
• Compile, maintain, and provide audits and/or data pertinent to medical care and documentation requirements; communicate regularly with medical record personnel.
• Facilitate the processing, recording, and maintenance of specialist consult requests, to include follow-up and documentation requirements for modalities such as podiatry, dental, infectious disease, etc.
• Provide dictation and transcription services for various reports, evaluations, case studies.
• Collaborate with Nursing/Medical Administration to provide continuity of care, education & implementation of policies and procedures, and research & development of systems and strategies to improve on the application of medical services within the facility.
• Discharges: When Nbr is getting on the D/C ramp, prepare Rx for DME & coordinate with rehab getting face-to-face notes written, DWO forms signed & transmitted back to vendor etc. As far in advance of actual D/C date as possible (sometimes only days): review medications with physician so they have time to make any changes needed. Review chart for any misc. supplies needed i.e., wound care, diabetic supplies, misc. supplies. Write Rx for discharge medication, home care orders, supplies & distribute to appropriate practitioner. Once done, stamp them, date them, copy them: one copy to D/C planning, one copy on file (often get calls from home pharmacy for clarification or authorization to substitute). Post discharge: up to 90 days get signatures on home rehab orders for vendor.
• Premier. 2-3 discharges/week with varying complexity
• Podiatry 1X/month. 1-2 days prior gather consultations, check for additional orders in Medrex, check follow-up list, set & email schedule, answer calls & emails for changes or emergency additions, prepare lists. Day of prepare cart & do rounds: Get Nbrs to where Dr. can see them, doff/don shoes & socks, help hold Nbrs feet in an acceptable position for treatment, hand off supplies as needed etc. Once done, set Dr. up for charting. Scan & distribute list. Email any recommendations to UM. Update running list of Nbrs regularly seen. Print face sheets for Nbrs seen & email to his billing service.
• Log immediate need A&Is, search logs for A&I numbers needed for legal. Correct mis-numbered A&Is in the log.
• File paper copies of dental & optometry consults.
• Medicaid radiology prior authorizations-check back for PA# the following week

Requirements:

• High school diploma or equivalent required; associate or bachelor's degree preferred.
• Prior experience in a healthcare setting, preferably in admissions or administration, is highly desirable.
• Strong interpersonal skills and the ability to interact with individuals from diverse backgrounds with empathy and compassion.
• Excellent organizational skills and attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and ability to learn new software systems quickly.
• Ability to work independently as well as part of a collaborative team.
• Knowledge of healthcare regulations and compliance standards is a plus.

Compensation:

• Rate will be commensurate with experience.

Benefits:

• Medical, dental and vision coverage available. Competitive salaries. 401K with employer contribution. Generous Paid Time Off. Weekly/Daily Pay 

EEO Employer