- Reports to the Manager/Supervisor . Provides secretarial services to the directors and management staff including typing correspondence and memos, assisting with special projects/reports, performing routine mailroom duties and providing general assistance to the Manager/Supervisor. Also greets and directs visitors and serves as receptionist and switchboard operator as needed.
MISSION, VALUES and SERVICE GOALS
- MISSION: We deliver outstanding care, inspire health, and connect with heart.
- VALUES: Trust. Respect. Integrity. Compassion.
- SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.
Patient Charts and Typing:
- Faxes patient evaluation/note to physician/insurance/case managers as appropriate. Copy goes to therapist.
- Records in master log book, the date and patient evaluation/note turned in by therapist.
- Maintains master patient chart.
- Checks Medicaid numbers twice monthly to ensure all authorizations are obtained in a timely manner.
- Alerts therapists when authorizations are about to end and make sure they are obtained in a timely manner.
- Copies patient registration and evaluation to be sent to Medical Records for coding.
- Proofs registration paper upon return from Admitting and returns for corrections.
- Puts onset date, therapist initials and department code for reference for UDS referral.
- Prepares Medicare certification for faxing to physician for signature before first treatment.
- Types meeting minutes and special projects to be available for review within requested time.
- Types out-patient psych letter for appropriate physician and mails out.
- Maintains copies of typing masters for departmental use.
Office Function:
- Prepares all out-patient charts for filing, discharging and sending to Medical Records for final processing.
- Orders department supplies.
- Notifies therapists, in a timely manner, when patients/orders arrive.
- Maintains PTO/benchmark/payroll records for Rehab Director, Manager, Supervisor, and office staff.
- Files all financial reports in appropriate books.
- Makes sure all manuals are updated when new updates are received.
- Sends all appropriate work orders through to appropriate departments; i.e. IS Help, Engineering, etc.
- Inputs all UDS data from outpatient Rehab in FIM Ware.
- Gives manager a report on how patients met or did not meet their goals while an out-patient.
- Maintains the entire out-patient UDS system; prepares the forms prior to patient arrival at registration on the patient's first visit; prepares final papers for faxing; makes appropriate updates before the end of each quarter so final report can be prepared.
- Enters patient charges daily for appropriate billing (Monday-Friday).
- Verifies psych charges.
- Discharges series out-patient charts so charts can be finalized and given to Medical Records for final filing.
- Sends charts to HIM when 90 day roll-over occurs.
Reception and Scheduling:
- Greets patients/visitors and directs to the appropriate area.
- Notifies appropriate therapist of scheduled patients and appointment times and any schedule changes.
- Registers in all patients and makes up appropriate charts.
- Answers any questions patients/visitors might have or refers to appropriate department.
- Directs any other visitors to the appropriate area of the hospital.
- Looks up patient room number when asked to do so for a visitor.
- Answers all phone lines for Rehab and takes action regarding forwarding to another party, scheduling, or taking messages for return calls.
- Schedules out-patients for Rehab in PHS.
- Gives appropriate preparation instructions to physician offices and/or patient for test preparation.
- Appointments are scheduled when initial phone contact is made.
- Notifies physician offices when a patient does not show.
Performs other functions to maintain personal competence and contribute to the overall effectiveness of the department:
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- Completes other job-related duties and projects as assigned.
ORGANIZATIONAL RESPONSIBILITIES
- Associate complies with the following organizational requirements:
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- Attends and participates in department meetings and is accountable for all information shared.
- Completes mandatory education, annual competencies and department specific education within established timeframes.
- Completes annual employee health requirements within established timeframes.
- Maintains license/certification, registration in good standing throughout fiscal year.
- Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.
- Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
- Adheres to regulatory agency requirements, survey process and compliance.
- Complies with established organization and department policies.
- Available to work overtime in addition to working additional or other shifts and schedules when required.
- Commitment to Beacon's six-point Operating System, referred to as The Beacon Way:
- Leverage innovation everywhere.
- Cultivate human talent.
- Embrace performance improvement.
- Build greatness through accountability.
- Use information to improve and advance.
Education and Experience
- The knowledge, skills, and abilities as indicated below are normally acquired through the successful completion of a High School Diploma or equivalent. At least 1 year experience is required. One to two years previous experience as a medical secretary and medical terminology is preferred.
Knowledge & Skills
- Must have basic computer skills (keyboarding).
- Able to operate all standard office equipment.
- Must have experience with Microsoft Office products such as Word and Excel.
Working Conditions
- Works in hospital office and patient care environment.
Physical Demands
- Physical demands are light.
- Intermediate sitting, standing and walking.
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