Facility Secretary

PURPOSE AND SCOPE:

Maintains files of medical records and performs other clerical duties as required. Ensures proper maintenance of patient charts/records. Works in compliance with guidelines for release of information. Files and retrieves medical records in appropriate files, maintaining files in a fashion which is conducive to rapid retrieval of records. Prepares lab shipments and files results. Utilizes electronic health record system for inquiry purposes, enters and sends data, and generates reports. Answers phones and greets visitors and patients and assists with scheduling.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Answer telephones & route calls to the appropriate person.

• Monitor and distribute incoming mail, both email and postal delivery.

• Greet visitors and patients as applicable and conducting them to the appropriate location or person as needed.

• Maintain inventory of facility supplies and replenish supply as needed, including ordering staff uniforms & name tags.

• Compile and maintain medical records of both the in-centerand home patients in the dialysis facility according to company policies and proceduresand in compliance with all applicable regulatory requirements. Ensures patient confidentiality is maintained at all times.

• Store or dispose of obsolete files when appropriate according to the procedures defined by the Fresenius Medical Care Compliance Records Managementdepartment and in compliance with Federal,state and local regulations.

• Assist with Daily Validation reports/process.

• Coordinate facility accounts receivable and account payable functions, including creating PO's, receiving and scanning all relevant documents and assist with travel reimbursement as needed.

• Prepare lab slips and tube labels for routine and non-routine blood work.

• Pack boxes for shipment and then direct these to the appropriate laboratory as required.

• Assist in the collectionof data to support the completion of facility reports, such as Continuous Quality Improvement reports, comorbid documentation, TAP reports.

• Assists with month-endreporting requirements and generate reports as needed.

• Assists in auditingrecords for ongoing compliance with medical records standards.

• Maintains accurate records of hospitalization, patient travel, etc. to facilitatecoordination of patient scheduling, ancillary testing, etc.

• Prepare medical records for facsimile or mail related to travel, transplant, disability and others.

• Organize travel for patients by contacting and providing requested medical records.

• Coordinates with transientpatient paperwork.

• Coordinates transfer placements and confirmations along with Clinical Manager.

• Confirm admissions paperwork is completed and sent to designated department(s), such as billing, by collecting, faxing and scanning.

• Assist with medical appointment referrals and scheduling.

• Assist with transportation coordination and referrals.

• Scan all appropriate medical records into Document Imaging program as needed.

• Ensures data entry has been completed for government reporting (Crown Web related to ESRD 2728, ESRD 2746 and PART).

  Other duties as assigned which may include, but are not limited to:

• Prepare and type routine correspondence and reports

• Set up and maintain filing system and basic databases as applicable

• Complete forms and reports as required by the various company offices and outside vendors or agencies

• Maintain facility calendar and daily schedule, including arranging meeting and scheduling appointments for staff and patients

• Record the minutes of meeting and provide documentation as needed

• Make copies of correspondence and other printed documents as required by manager

• Assist with various basic personnel and administrative functions as needed

• Act as a backup to other clerical staff in office as needed

• Centrifuge the blood or refrigerate according to laboratory specifications after the draw is completed

• Assist with laboratory work process

• Post/enter the results from the labs into the electronic database

Additional responsibilities may include focus on one or more departments or locations.  See applicable addendum for department or location specific functions.

PHYSICAL DEMANDS AND WORKING CONDITIONS:

• The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Day to day work includesdesk and personalcomputer work and interaction with patients, facility staff and physicians. The position requirestravel between assignedfacilities and variouslocations within the community. Travel to regional, Business Unit andCorporate meetings may be required.

• The work environment is characteristic of a health care facility with air temperature control and moderate noiselevels. May be exposed to infectious and contagious diseases/materials.

EDUCATION:

• High School Diploma required

EXPERIENCE AND REQUIRED SKILLS:

• 0 - 1 year's related experience

• Computer skills - specifically knowledge of word processing applications.

• Good communication skills - verbal and written

EO/AA Employer: Minorities/Females/Veterans/Disability/Sexual Orientation/Gender Identity

Fresenius Medical Care North America maintains a drug-free workplace in accordance with applicable federal and state laws.