This position is located at our Providence, RI clinical site. Monday- Friday 8 : 00 AM- 4 : 30 PM. Under the general supervision of both the Site Manager and the Manager, Clerical Services and according to established policies and procedures, oversees and coordinates the work of the reception staff assigned to a specific location and any satellite offices that their site manager is assigned.
Responsible for overall training, day-to-day activities and overall performance of receptionists within the specific site(s) and ensuring that all reception functions are completed properly.
Interact professionally and effectively with patients, referring physicians and their staffs and co-workers while maintaining the best possible patient flow and throughput at all times.
Perform related tasks such as assisting patients, maintaining and ordering supplies and maintaining cleanliness of work areas.
PRINCIPAL DUTIES AND RESPONSIBILITIES : Consistently applies the corporate values of respect, honesty, fairness and constant pursuit of excellence in improving the health status for the people of the region through the provision of customer-friendly, geographically accessible and high-value services within the environment of a diagnostic imaging company.
Lead Medical Secretaries are working supervisors, responsible for the proper completion of all day-to-day reception activities within the site.
Must always be flexible and available as scheduled to perform duties at specified times and places as assigned. Provide excellent customer service.
Be prompt and courteous when answering the telephone, greeting patients, responding to questions and scheduling patients.
Keep patient informed, i.e. waiting room status. Exhibit helpful behaviors. Work pull list for patients that are scheduled for future exams.
Follows up on outstanding outside medical records in a timely fashion, Follow-up with the unread list and pending list. Merge Accounts as needed.
Scan all documents : license, insurance card, financial policy, referral slip, HIPAA, etc. Confirm and / or update documentation in the system.
Obtain necessary demographic and insurance information. Collect co-pays, deductibles and outstanding balances for both the hospital and the office.
Accurately post charges and payments. Ensures that outside work is assigned and completed in a timely manner Ensure proper operation of equipment at all times.
Immediately report any concerns relating to equipment operation. Coordinate and communicate with the Radiologist and referring physicians and staff as required.
Ensure that films, examination requisitions and other related records are properly completed to ensure correct patient identification, statistical and billing information.
Contact referring physician’s office for authorization of additional studies and / or exam results as required and document accordingly.
In conjunction with the Lead Mammography coordinator, coordinate and communicate questions, concerns and problems with diagnostic mammography, breast biopsies or Breast MRI procedures, if applicable to your site.
Ensure adequate responses to patient questions, problems and concerns. Participate in the interview process for Medical Secretary vacancies.
Responsible for orientation and training of Medical Secretaries new to the site in conjunction with the Manager, Clerical Services.
Assign duties to subordinates as needed. Evaluate and review subordinate’s performance. Ensure resolution of Medical Secretary questions, problems and concerns, involving Site Manager when appropriate.
Work with Manager of Clerical Services to ensure coverage for sick calls at your site is handled. In conjunction with the lead X-ray technologist is responsible for overseeing and running the site efficiently at all times when the site manager is not on site.
Assist with banking in site manager’s absence. Set example of professionalism, flexibility and high levels of patient care.
BASIC KNOWLEDGE : Demonstrate all the skills required of a Medical Secretary Interpersonal skill and ability to manage, organize and motivate staff in a manner which ensures meeting of corporate goals and objectives.
Interpersonal skills to interface effectively with patients who may be under physical and / or emotional stress, referring physicians, staff, the Radiologist and fellow employees.
Organizational and analytical skills to compile and interpret data. EXPERIENCE : Four (4) years as a Medical Secretary with demonstrated ability to handle increased responsibility a plus.
SUPERVISORY RESPONSIBILITY : Responsible for coordinating with and providing input to the Site Manager regarding all personnel issues of Medical Secretarial staff at that site.
This includes input into hiring, disciplining, recognizing and performance evaluation.