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About the Role

Performs secretarial and routine administrative duties. Prioritizes assignments and organizes functions to ensure effective office operations.

Responsibilities

• Coordinate departmental office functions including organizing clerical functions and determining priority of tasks to ensure efficient office operations.
• Take and transcribe dictation of correspondence, manuscripts, reports, and meeting minutes to provide secretarial services to department administrator and staff.
• Prepare and type routine correspondence, reports, and forms to relieve department administrator and staff of administrative detail.
• Complete all EPIC phone notes, alerts and flags and other correspondence immediately to ensure all patient’s and clinician’s inquiries are completed in a timely fashion.
• Maintain, organize, and update files, policy and procedure manuals and records to ensure department information is accurate, accessible, and up to date.
• Perform routine clerical duties including tabulating data for reports, maintaining accounts and records, billing patients, providing phone coverage, preparing payroll submissions, and distributing mail to provide clerical support for departments.
• Maintain inventory of office supplies and equipment, order supplies when necessary, and contact office equipment vendors concerning routine maintenance and repairs to ensure the department has enough office supplies to function efficiently.
• Schedule procedures and diagnostic studies for Rehabilitation Medicine patients.
• Utilize PC based word processing and spreadsheet software to design forms and reports and store and retrieve information, potentially assisting in administering PC based LAN systems and resolving minor problems to enhance the department’s capability to access and process information and improve interoffice electronic communication.
• Document patient encounters and phone notes into EPIC, generate patient requests such as letters and correspondence via EPIC, scan all medical documents and financial information, and promptly process completion of all alerts and flags in EPIC to increase the accuracy and completeness of documentation in the patients' chart to streamline the clinical workflow.
• Schedule patient appointments, provide information to patients and clinical staff, resolve scheduling conflicts, update EPIC scheduling system, contact patients or designee to confirm appointments, and prepare and update files for daily schedule to achieve an optimum number of patients scheduled based on staff availability.
• Check in/out patients, schedule office visits, examinations, therapy series and procedures, and obtain all authorizations for procedures.
• Schedule all necessary ancillary appointments for patients as required to ensure all patient needs are met in a timely fashion.
• Contact all vendors for procedures and office visits, obtain all information, and follow up to ensure equipment is available for the visit to ensure that all patient and clinician needs are met in a timely fashion.
• Aid in Epic Work queues to ensure that patients’ needs are addressed in a timely manner.
• Provide secretarial assistance to numerous services such as Cardiac Rehabilitation for Monitored and Unmonitored patients.
• Obtain authorizations for various clinical procedures that require pre-authorizations or pre-certifications.
• Support clinicians administratively and ensure all organizational needs are met.

Requirements

• High School Diploma or equivalent
• 1-3 years clerical experience
• 1-3 years secretarial experience
• Proficient in the process of obtaining referrals and/or authorizations.
• Must be able to build/edit EPIC provider templates as needed and requested by direct reports, Administrative Supervisor, and/or Clinical Provider(s).
• Must be able to communicate effectively with patients, insurance representatives, supervisors, and co-workers.
• Flexible and able to multi-task.
• General office clerical duties as required and assigned
• Proficiency in EPIC registration and verification of insurances, and insurance-based portals
• OHS Fit Test
• OHS Annual Assessment

Skills

• Word processing software
• Spreadsheet software
• EPIC registration
• Verification of insurances
• Insurance-based portals

Location

• Bronx, New York

Work Type

• Day Shift
• MON-FRI
• 8:30 AM-5 PM
• 7.5 HOURS

Experience Level

• 1-3 years clerical experience
• 1-3 years secretarial experience

Education Level

• High School Diploma or equivalent

Salary/Compensations

• $34.17 per hour

About the Company

• To learn more about the “Montefiore Difference” – who we are at Montefiore and all that we have to offer our associates, please click here.

Equal Opportunity

• Montefiore Medical Center is an equal employment opportunity employer. Montefiore Medical Center will recruit, hire, train, transfer, promote, layoff and discharge associates in all job classifications without regard to their race, color, religion, creed, national origin, alienage or citizenship status, age, gender, actual or presumed disability, history of disability, sexual orientation, gender identity, gender expression, genetic predisposition or carrier status, pregnancy, military status, marital status, or partnership status, or any other characteristic protected by law.