Medical Secretary - Cancer Care Center/Full Time/40 hours per week

At Bristol Health, we begin each day caring today for your tomorrow.  We have been an integral part of our community for the past 100 years. We are dedicated to providing the best possible care and service to our patients, residents and families.  We are committed to provide compassionate, quality care at all times and to uphold our values of Communication, Accountability, Respect and Empathy (C.A.R.E.).   We are Magnet ® and received the 2020 Press Ganey Leading Innovator award for our rapid adoption and implementation of healthcare solutions during the COVID-19 pandemic.  Use your expertise, compassion, and kindness to transform the patient experience.  Make a difference.  Make Bristol Health your choice.

The Medical Secretary at the Cancer Care Center at Bristol Health plays an integral role with our team. The key to the successful candidate is an individual who cares about patients, is organized and pays attention to the details. The job includes a wide variety of clerical and administrative support to our outpatient hematology/oncology physician practice. The Medical Secretary is responsible for managing and coordinating a patient’s treatment in scheduling treatment plans, diagnostic imaging and testing, and follow up appointments. The Medical Secretary also triages and prioritizes calls for the office, physicians and clinical team, and is responsible for escalating concerns. The successful candidate will work on patient throughput, maintenance of patient records, and insuring proper office and medical supply levels for assigned areas. Process forms, records, and other materials, accurately schedules patient appointments after insurance verification and authorization, checks reports and patient’s records for accuracy, compiles information for patient referrals, and interacts with patients and their families. Answering questions about processes and procedures for patients to help them along the way.  Become an integral part of our team.   

Performs office and administrative support duties to assist in the effective operation of the clinical site.

• Provide outstanding professional customer service
• Greets all patients and visitors with kindness and compassion.
• Verifies patient information with full name and DOB
• Performs various receptionist duties; clerical, and other support duties.
• Communicates with other practices and departments as directed and per policy.
• Able to skillfully operate various office equipment including computer, fax machine, copier, credit card scanners, etc. 
• Assists Director and staff with any performance improvement projects or requests.
• Handles incoming calls, routing as necessary, with 100% compliance with policies and procedures.
• Maintains reception area and work space in a neat, clean order.

Effectively manages patient appointments and registration process.

• Ensures all patients and visitors are acknowledged and greeted immediately upon arrival to the practice
• Answers all incoming phone calls promptly and professionally, assigning priority and triaging calls per protocols
• Accurately registers and/or updates patient information in the EMR
• Verifies patient insurance information at each encounter and enters information accurately into the EMR
• Completes insurance and photo ID scanning (i.e. driver’s license) upon registration
• Accurately schedules patient appointments as per MD/APRN orders
• Coordinates patient plan of care and appointments with MDs/RN Navigator/Charge RN
• Collaborates with Financial Counselors to ensure timeliness of preauthorization’s and scheduling of appointments
• Oversees daily and weekly management of patient scheduling for efficient patient throughput
• Assists with all confirmation calls to patients

Processes all patient charges and payments daily.

• Collects co-pays, self-pay and past due balances at time of service
• Submits completed copay logs per department policy

Dependability:  Follows departmental policy and procedure.

• Completes all assigned tasks within the required time frame.
• Is compliant with all policies and procedures.
• Communicates issues, concerns and opportunities for improvement to Director
• Takes initiative to assure all office duties are completed daily.
• Maintains professional appearance following dress code.

Qualifications

Educational / Minimum Requirements:

High School Graduate. One year clerical experience.  Healthcare environment experience preferred.

State/Federal Mandated Licensure or Certification Requirements:

None

Bristol Hospital Mandated Educational Requirements:

General orientation at time of hire. Fire/Safety/Infection Control annually. Other programs as mandated by Bristol Health

Special Requirements:

Superior customer service, telephone, organizational, and interpersonal skills.  Working knowledge of medical terminology, ICD9 and CPT4 coding, Medical Insurance and Managed Care Plans, as well as typing and data entry skills.  PC literacy is preferred.

Physical Requirements:

Extended sitting with occasional bending, reaching, stooping, and walking.  Prolonged eye and hand use while operating computers.  Occasional lifting, up to twenty pounds.  Vision and hearing corrected to normal. 

Work Environment:

Regular exposure to patient elements.  High volume of telephone and personal contact with customers.  Extensive use of computer and other office equipment.

Cognitive Requirements:

Excellent clerical skills, good written and oral communication skills, literate in English, second language preferred.  Good organizational skills with ability to follow verbal and written directions with multiple steps. Ability to function independently under general supervision.  Ability to prioritize. Good basic math skills.  Knowledge of insurance requirements and pre-certification processing.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.