What are the responsibilities and job description for the Program Secretary position at MedStar Health?
-
Job Summary:
- Provides administrative support and maintenance of all office operations for assigned program(s), physician(s) offices, and/or nurse practitioner(s). Keep abreast of and coordinate physician(s) daily administrative schedules and patient appointments. Receives and addresses all correspondence for assigned physicians (via fax, phone, email, mail, and in person).
- Education/Training: Associates degree or equivalent experience required.
- Experience: Minimum 1 year of experience working in a medical office or administrative capacity as an administrative assistant or medical assistant (M.A.).
- License/ Certification/ Registration: M.A. preferred but not required for Inpatient Departments; M.A. strongly preferred for Outpatient Departments.
- Knowledge, Skills & Abilities: The individual considered for this role must be proficient in Microsoft Office Suite. This candidate must have the ability to be organized, proactive, professional, and have a strong sense of customer relation skills. The individual in this role must also have the ability to maintain confidential information while being adaptable to learn and be trained on Electronic Medical Records (EMR).
- Primary Duties and Responsibilities
-
Other Duties as assigned: Associate may be required to complete one or a combination of the below duties. Duties include but are not limited to:
-
Complete home health billing, print billing worksheet for physician (as requested), and other;
-
Coordinate/schedule Infusion patients at Cancer Center (including typing and faxing orders and notifying patient of appointment);
-
Coordinate all appointments for assigned specialty clinic (e.g., Concussion Clinic, Aphasia Clinic, EMG Studies, and other) as assigned;
-
Generate and disseminate Medicare Compliance Report Notifications;
-
Assist with Medical Staff Services Credentialing;
-
Coordinate special events (e.g., Annual Patient SCI Christmas Party, etc.) including interaction with third party vendors, catering, donation requests, etc.);
-
Coordinate meetings/conferences/etc. (including catering, room set-up, room cleaning, etc.) as assigned;
-
Coordination and complete data entry of the On-Call Physician Schedule for designated program(s);
-
Other duties as assigned.
-
-
Written and Oral Communication:
-
Monitor assigned email accounts and notify the appropriate staff member(s) (as applicable).
-
Monitor assigned physician(s) emails (as requested).
-
Retrieve voicemail messages in a timely manner. Return all telephone calls within 24 business hours (as required).
-
Record and relate correct messages (i.e., spelling of names, correct telephone numbers, etc.).
-
Coordinate telephone/conference calls for assigned physician(s)/program(s).
-
Transcribe, type, proof, assemble, and distribute reports, memo, letters, and other correspondence following system-wide established formats and procedures.
-
Assist with the preparation of written information, program agendas, notes, presentation slides, and other written correspondence (as required).
-
Perform quality assurance of transcribed reports for basic spelling, grammar, readability, and presentation by reading and/or scanning reports.
-
Transcribe meeting minutes for assigned meetings/committees/program/etc. within a one week timeframe from meeting date and distribute to appropriate individuals.
-
-
Billing:
-
Review inpatient billing on a daily basis and alert assigned physician(s) of billing errors. Keep paper record of billing for a minimum of 30 days.
-
Process and reconcile physician charges (inpatient or outpatient or both inpatient/outpatient) on a daily basis (i.e., consults, pump management, ITB trials, injections, etc. (as assigned).
-
Secure authorizations for patient procedures (for designated insurance companies…MRI’s, CT-scans, etc.).
-
-
Physician Outpatient Appointments:
-
Obtain information for patient intake form and complete it accurately. Forward patient intake form to insurance specialists for pre-approvals within a timely manner.
-
Complete data entry in scheduling system for OPC appointments (e.g., Guarantor Information, etc.) in accordance with established procedures and guidelines.
-
Schedule appointments (i.e., initial, follow-up, rescheduling of appointments) (as needed).
-
Conduct patient appointment reminders for assigned physician(s)/program(s) (i.e., Infusion Center, Concussion Clinic, etc.).
-
Pre-register discharged inpatients into Outpatient EMR in accordance with established guidelines.
-
Reschedule physician OPC due to unscheduled leave/urgent coverage need/clinic closure due to inclement weather.
-
-
Patient Care Operations:
-
Review all paperwork (patient related and administrative) for accuracy and completeness.
-
Exercise sound reasoning in solving problems.
-
Conduct prior authorization for medications as needed via phone or faxed forms.
-
Schedule physician peer-to-peer reviews (upon request).
-
Call-in/fax prescription refills as required (inpatient). Direct patients to OPC prescription line (as needed).
-
Document all patient related issues into EMR (e.g., prior-authorizations, phone notes, messages, letters, etc.)
-
Scan patient records (i.e., therapy notes, external medical records, etc.) upon request from physician/nurse practitioner into electronic medical record (EMR). Retrieve EMR, admission sheets, lab reports, x-ray reports, etc. when requested by physician/nurse practitioner.
-
-
Office Operation Activities/General Duties:
-
Provide administrative support and maintenance of all office operations for assigned program(s), physician(s) offices, and/or nurse practitioner(s). Keep abreast of and coordinate physician(s) daily administrative schedules and patient appointments.
-
Prepare, process, track, and maintain purchase orders, vouchers and expense reports. Order and maintain inventory of all essential office supplies, forms, and office products.
-
Assist assigned staff with coordination of travel/reservations as well as completion of travel and continuing education paperwork for reimbursement (Pre-Auth. Forms, Expense Reports, etc.). Request and track vacation/leave requests for assigned physicians (as needed).
-
Provide cross coverage and assistance to MASS/other departments (as necessary). Assist in training of new administrative staff (as needed).
-
Collect and routinely distribute all fax documents and related paperwork to appropriate staff. Upon request, mail patient related & administrative information (i.e., reports, discs, etc.) via Federal Express or courier. Assist assigned physician(s) with reappointment forms, credentialing forms, CME forms, etc.
-
Identify, eliminate, and suggest ways to reduce errors in work processes. Maintain assigned files on MASS share drive. Maintain orderly office files and records. Keep desk and office neat and orderly. Coordinate the maintenance and/or replacement of office equipment.
-
Attend Medical Affairs Support (MASS) meetings and committee meetings (as directed). Accurately transcribe minutes within one week timeframe from meeting date for assigned date(s). Acquire approvals of minutes from appropriate MASS manager, store signed documents on share drive, and distribute to appropriate individuals.
-
-
Senior Executive Service Candidate Development Program
Office of the Secretary -
Washington, DC
Management and Program Analyst
Office of the Assistant Secretary for Health -
Rockville, MD
Program Specialist
US Deputy Assistant Secretary for Office of... -
Washington, DC