Records management secretary

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Overview

The Clinical Receptionist 2 provides comprehensive clinical scheduling and high-level administrative and secretarial support. This includes managing a high volume of incoming calls and faxes, assessing the nature and urgency of inquiries, and directing callers as appropriate. The role involves evaluating scheduling requests within a team-based structure, ensuring prompt and courteous service to patients and referring providers using the EPIC scheduling system. Duties also include checking patients in and out, managing appointments, providing information to patients and visitors, and maintaining accurate patient records. Flexibility in work hours and the ability to provide cross-coverage in various clinical areas are essential.

Required Skills and Abilities

Customer Service: Demonstrated excellent customer service skills with strong verbal and interpersonal communication, capable of interacting professionally with patients, providers, and staff.

Organizational Skills: Strong attention to detail and timeliness, able to handle multiple tasks and prioritize effectively in a fast-paced environment.

Technology Proficiency: Proficiency in EPIC or similar EMR systems, with experience in scheduling and patient information management.

Communication and Listening: Effective listening skills and the ability to accurately assess and direct inquiries, with professional telephone etiquette.

Independence and Judgment: Ability to use sound independent judgment and critical thinking to manage patient interactions and resolve issues effectively.

Preferred Skills and Abilities

Medical Terminology: Knowledge of medical terminology and previous experience in a medical office or call center, especially in high-volume settings.

Bilingual Skills: Spanish-speaking proficiency is advantageous for communicating with a diverse patient population.

Advanced Technology Skills: Experience with additional software, such as Microsoft Excel and multi-line telephone systems, is beneficial.

Specialized Experience: Experience in specific medical fields like oncology, cardiology, or dermatology, and familiarity with specialized EPIC modules like Cadence.

Flexibility and Adaptability: Demonstrated ability to adapt to different clinical areas, manage high call volumes, and learn new procedures and technologies quickly.

Principal Responsibilities

Answers telephone calls and assess urgency of call. Provides assistance or directs caller to appropriate person, contacting physician/nurse directly for urgent needs. Provides assistance to other receptionists in screening patient calls.

Provides specialized information related to section, policies, procedures, insurance, and services. Assists patients with the completion of forms.

Builds monthly provider master schedules and clinic calendars from established sources and verifies provider sessions worked. Modifies master schedules to accommodate time off, extra patients, hospital emergencies, etc. Creates patient bump lists as necessary due to last minute provider call outs.

Schedules patient appointments and resolves scheduling conflicts. Notifies patients of changes/cancellations and prioritizes urgency of appointments for rescheduling. May schedule patients into clinical research studies.

Receives patients and visitors. Secures names and needs and directs accordingly. Updates patient information and verifies insurance information, level of services, and tracks referrals when necessary. Initiates billing process by completing patient encounter forms and accepts and processes fee-for-service payments.

Books diagnostic tests and specialized appointments for patients at hospitals and other medical facilities and ensures patients are provided with necessary paperwork and specialized instructions for procedures.

Schedules surgical procedures for patients. Coordinates available dates for surgery and scheduling of pre and post-operative exams and lab work. Obtains and distributes necessary paperwork and maintains system to track completion. Coordinates surgery schedule changes as necessary.

Schedules and coordinates departmental meetings, classes, clinics, conferences, etc.

Utilizes computer input and retrieval of data. Merges and manipulates data to generate complex reports. Compiles and maintains clinical and patient statistical data and produces summaries and reports.

Keyboards correspondence, clinical information, reports, publicity material, educational handouts, etc. Composes general written material.

Obtains patient charts, medical records and lab reports and verifies for completeness.

Sorts, screens and distributes incoming mail. Prioritizes and ensures completion of medical forms by clinical staff. Coordinates interdepartmental communication including distribution of medical records and reports.

Establishes and maintains filing systems.

Maintains inventory of office supplies and educational material.

May oversee and instruct support staff. Ensures adequate coverage of reception desk.

Performs additional functions incidental to office activities.

Required Education and Experience

Four years of related work experience, two of them in the same job family at the next lower level, and a high school education; or two years of related work experience and an Associate degree; or an equivalent combination of experience and education.

Equal Employment Opportunity Statement

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale's Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual's sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

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