14 Jan Ancillary Services Secretary

The Ancillary Services Secretary performs general clerical and reception tasks in support of the ancillary services and works with members of the hospital District and community to improve the delivery of patient care.

Title: Ancillary Services Secretary

Department: Radiology

Pay Scale: Non-Exempt, Hourly

Responsibilities:

The Ancillary Services Secretary is responsible for scheduling, coordinating, and navigating patients through the ancillary departments from initial contact to final disposition of reports and any follow up coordination for radiology, laboratory, and respiratory.

Essential Functions

1. Answer telephones with proper phone etiquette, always identifying self and department and direct calls to appropriate staff/department.
2. Schedules patients for exams, gives necessary prep information, consulting technologists for questions.
3. Greet visitors, ascertain purpose of visit, and direct them to appropriate staff.
4. Transmit and maintain correspondence or medical records by mail, e-mail, or fax.
5. Receive and route messages or documents, results, and reports to appropriate staff.
6. Interviews and assists patients with exam questionnaires, consents, and other medical documents in the EMR.     
7. Operate office equipment, such as voice mail messaging systems, and use word processing, spreadsheet, or other software applications to prepare reports, invoices, financial statements, letters, or medical records.
8. Perform various clerical or administrative functions, such as ordering and maintaining an inventory of office supplies.
9. Transcribe recorded messages legibly and distribute timely and appropriately.
10. Follows procedures for burning CD’s and printing records for patient transfer and continuity of care.
11. Schedule patient tests or procedures including radiology, respiratory procedures, and lab work with valid and pre-authorized physician orders giving necessary prep information, consulting technologists for questions.
12. Enters (radiology) orders in the EMR and notifies each department/modality by phone as patient arrives.
13. Updates exam schedule with completed, canceled or no shows.
14. Calls patients with courtesy appointment reminders for the next day’s appointments and reschedules patients who missed appointments.
15. Prepares daily exam schedules for modalities and takes copies of schedule and orders to the business office daily.
16. Notifies providers office regarding patient no shows, cancellations, or refusals.
17. Notify Director/ Lead Tech/ Radiologists of pending fluoroscopy cases for coordination of care.
18. Verify diagnoses codes with ICD10 data lookup or Medical Necessity databases.
19. Screen orders for correct ordering information to include referring provider info instead of HOUSEDOCTOR.
20. Keeps patients and families informed of any delays in exams offering opportunities to reschedule if needed.        
21. Escorts patients and guests to other areas of hospital, parking lot as needed/requested.

Education and Experience Requirements

1. High School Diploma or equivalent
2. Previous medical experience preferred
3. Administrative and office procedure experience
4. Bilingual English/Spanish, English/German preferred.

Skill Requirements

1. Proficient use of computers including Microsoft Office applications
2. Skilled in 10-key by touch and keyboarding
3. Ability to operate general office equipment
4. Excellent attention to detail and ability to multi-task
5. Excellent Customer and Personal Service
6. Ethical Conduct
7. Communication proficiency (Clear verbal and legible writing)
8. Personal Effectiveness Credibility Dependability
9. Strong organizational skills with the ability to prioritize and meet deadlines

Supervisory Responsibility

None

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

1. Moderate periods of sitting/standing/walking
2. Pushing/pulling
3. Lifting/carrying >= 50 lbs.
4. Crawling
5. Climbing
6. Kneeling/bending
7. Visual acuity
8. Hearing acuity

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