Sr Medical Secretary -Full Time

Under general supervision from the Division Head or Physician-in-Charge provides secretarial and administrative support services in addition to medical operations support. Utilizes knowledge of medical terminology and processes in a clinical environment. Duties require a thorough knowledge of supervisor’s areas of responsibility in order to gather data and prepare reports, answer correspondence, conduct projects, and so forth. May direct the work of lower-classified clerical employees, purchase standard supplies, and perform routine bookkeeping and billing functions.

PRINCIPLE DUTIES AND RESPONSIBILITIES:

• Performs a wide variety of typing duties, such as composing correspondence and preparing forms, tables, charts, records, statistical tables, schedules, and so forth, which are often confidential in nature.

• Maintains confidential information in compliance with HIPPA and HFHS policy.

• May assign or check work of lower-classified secretarial or clerical employees.

• Assists in preparing complex medical related administrative reports, statements, rosters and so forth. Performs difficult data and/or information gathering. Computes complex calculations, and drafts and prepares special reports/analyses for review by supervisor.

• Reviews and screens visitors and telephone calls, ascertains callers’ needs, and tactfully refers callers to appropriate personnel. Responds to inquiries concerning general administrative activities and operations, and refers complex and/or sensitive inquiries to appropriate person(s).

• Regularly engages in a variety of contacts inside and outside the organization in order to obtain or relay information, arrange meetings, gather data, and so forth, often dealing with executives, medical staff, trustees, or influential outsiders. In absence of, or as directed by supervisor, may be required to relay confidential or sensitive information.

• Receives and reads incoming correspondence, reports, memoranda and the like; screens items that can be routinely handled, prepares appropriate responses, and forwards remaining materials to supervisor or others along with necessary background information.

• Arranges meetings, conferences, schedules, interviews and appointments, completes travel arrangements and maintains supervisor’s business calendar.

• Answers inquiries concerning activities and operations of subordinate departments by referring to and interpreting established departmental policies and procedures.

• Establishes, maintains and revises record keeping and filing systems, and classifies, sorts and files correspondence, articles, records and other documents.

• Attends meetings and takes, prepares and distributes minutes to appropriate personnel.

• Performs specialized functions pertaining to departmental operations, including bulk purchasing or departmental supplies and materials, and requisitioning regular office supplies and/or other general office duties that may be assigned.