Medical Secretary provides secretarial support to clinical staff. Performs various secretarial and clerical duties, such as typing reports and correspondence, transcribing written notes, maintaining records and files, answering phones, and arranging clinician schedules. Being a Medical Secretary may be responsible for entering clinician charges into medical billing system. Requires knowledge of medical terms and vocabulary. Additionally, Medical Secretary requires a high school diploma or equivalent. Typically reports to a supervisor or manager. The Medical Secretary works under moderate supervision. Gaining or has attained full proficiency in a specific area of discipline. To be a Medical Secretary typically requires 1-3 years of related experience. (Copyright 2024 Salary.com)
POSITION SUMMARY:
Performs clerical tasks such as composing and typing correspondence, running multiple computer programs such as the WIC program, Immunizations, and My Insight, establishing and maintaining filing and data systems, gathering and providing information, maintaining financial records to support office operations, answering the telephone, greeting the public, and reviewing materials for completeness to provide support for office and WIC Program activities. The secretary performs a wide variety of clerical and office support functions, which may or may not include WIC program activities, and has independence to deviate or choose from defined procedures and practices per discussion with supervising nurse.
REQUIREMENTS AND QUALIFICATIONS:
Education: High School Graduate or Equivalent
License/Certification: None
Experience: Able to transcribe using computer word processing program; general office equipment experience.
DUTIES AND RESPONSIBILITIES:
1. Type letters, narratives, memos, reports and forms. Proof-read and alter grammar and spelling.
2. Review routine documents or material for completeness and note or correct errors.
3. Answer incoming telephone calls and route calls to appropriate staff members or takes messages.
4. Greet public and direct them to the appropriate person or program.
5. Discuss available appointment times with visitors or callers and record appointments.
6. Open incoming mail, review content and determine the appropriate distribution. Sort outgoing mail. Check for complete and legible addresses, bundle mail and attach identifying labels. Keep nursing office in order.
7. Copy and distribute materials.
8. Establish and maintain a filing system for correspondence, forms, documents, patient charts; purge outdated materials and arrange for materials to be sent to record retention and destruction per policy.
9. Recommend changes to and implement office procedures.
10. Maintain financial records by writing receipts for money received along with completing monthly billings as required by the SD Dept. of Health and Bowdle Healthcare Center
11. Inventory office and medical equipment, locate designated items, record information and complete appropriate forms.
12. Review requests for supplies and forms and determine appropriate items and quantities to order.
13. Assist with updating school listings, immunization records and completion of Certificates of Immunization.
14. Maintain patient charts per policy.
15. Assist with completion of immunization consent forms, authorization for services and HIPPA forms.
16. Complete statistics for all reports per policy and send reports to appropriate personnel.
17. Complete computer operations according to established policy and procedures.
18. Completes WIC Program activities if assigned, according to state and federal regulations as established in the WIC Program policy and procedure manual.
WIC DUTIES AND RESPONSIBILITIES:
PHYSICAL ACTIVITY REQUIREMENTS:
Primary Physical Requirements
LIFT up to 10 lbs.: Occasionally to transport records to storage room.
CARRY up to 10 lbs.: Occasionally to transport records.
REACH above shoulder height: Often to file records.
REACH at shoulder height: Often to file records.
REACH below shoulder height: Often to file records.
Hand Manipulation
Grasping: Occasionally needs to grasp thick records.
Handling: Handles medical records frequently.
Fingering: Frequently to use telephone computer, typewriter and calculator. Also needs to use stapler frequently.
Equipment: Typewriter, calculator, computer, copier
Other Physical Considerations
Twisting: Occasionally to file records.
Bending: Frequently to file and pull records.
Squatting: Occasionally to file and retrieve records.
Kneeling: Occasionally to file and retrieve records.
Crouching: Occasionally to file and retrieve records.
Climbing: Occasionally to file and retrieve records.
DURING AN 8 HOUR DAY, EMPLOYEE IS REQUIRED TO:
Consecutive Hours Total Hours
Sit 1-2 4
Stand less than 1 2
Walk less than 1 2
WORK SURFACE:
Varies from carpeting, linoleum, tile, and cement.
COGNITIVE AND SENSORY REQUIREMENTS:
Talking: Necessary for communicating with others
Hearing: Necessary for communicating with others
Sight: Necessary for performing majority of job tasks
SUMMARY OF OCCUPATIONAL EXPOSURES:
Blood borne Pathogens:
Tasks and procedures performed by employee involve risks classified by CDC as:
Category III (Task/activity does not entail predictable or unpredictable exposure to blood)
Refer to Exposure Control Plan for additional information.
OTHER CONSIDERATION AND REQUIREMENTS:
Work Hazards: None
Consequences of Action: Failure to comply with department and/or facility policies will result in disciplinary action as outlined in the personnel policy manual.
This position requires 30 days’ notice of resignation.
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