Unit Secretary

GENERAL PURPOSE OF THE JOB: 

The individual in this role will work under the direct supervision of the Facility Administrator. The Unit Secretary provides direct administrative support to the Clinic (Unit Manager and other members of clinic staff such as Social Worker, Dietitian, Nephrologists, and Area Coordinator) to ensure operations are running smoothly. This includes administrative work coordination for the center, preparation of reports, development of tracking systems, and ad hoc projects. The Administrative Assistant will work closely with the facility nurses to respond to information requests and the compilation of data. This individual provides safe, effective, and efficient administrative support that is consistent with the State and Federal Regulations and Company policies, procedures and guidelines. This individual practice care within his/her scope of practice.  

RESPONSIBILITIES:

• Locates and compiles information and formats reports, graphs, tables, records and other sources of information.
• Operates computer to access e-mail, electronic calendars, and other basic office support software.
• Prepares outgoing mail, collects and distributes mail and messages, shops and receives packages
• Responsible for answering incoming calls and forwarding the call to the appropriate person
• Uses various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports. 
• Types memos, correspondence, reports, and other documents. Performs a variety of clerical duties including filing, copying etc.
• Assists with medical record maintenance.
• Is or becomes knowledgeable on and updates information in CROWN Web and is able to complete all necessary tasks as required by State/Federal Regulations
• Aggregates data for QA reports as assigned.
• Attends necessary meetings related to unit activities. 
• Keeps minutes for staff/ medical and other meetings for unit.
• Participates/coordinates in the patient admission process (transient/permanent) for clinic and home office as needed.
• Collects required intake information and records all pertinent information needed for patient admission and billing. Updates demographic information on existing patients as needed.
• If assigned creates and provides new patients consent packets with blankets
• Prepares monthly and quarterly lab specimens tubes. Prepares monthly, quarter, and special-order laboratory requisitions and specimens for submission to the lab.
• Verifies patient status daily (i.e. hospitalizations, missing a treatment, late for a treatment) and reports census to the corporate office weekly
• Ensures chart is scanned/or paper chart completed
• Provides Operations support including: 
• Periodic review of clinical records
• Periodic review of personnel records, as directed
• Reviews Medical Staff credentialing records, whenever directed
• Completes weekly/monthly “month end” tasks accurately and on-time
• Assist other clerical support staff as needed.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school graduate or equivalent education.  
• Minimum 2 years of administrative support experience preferred. Experience supporting multiple managers/supervisors preferred.
• Prior experience in a patient care setting, healthcare industry or comparable experience.
• Knowledge of medical office systems management and procedures. 
• Ability to travel and float/cover other roles within the clinic based on need and maintained credentials.
• Intermediate to advanced knowledge of Outlook, MS Excel, Word and PowerPoint.
• Familiarity with medical terminology for billing/coding helpful, but not required.
• Must have demonstrated record of and commitment to safety; and dedication to excellence.
• Must possess outstanding communication and interpersonal skills. Must be able to communicate professionally and effectively with other staff members, patients and physicians.
• Ability to read and comprehend simple instructions. Ability to read and interpret documents such as procedure manuals. Ability to write routing reports and correspondence. Ability to speak effectively in one-to-one situations
• Able to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. 
• Prior experience working with sensitive information and maintaining confidentiality.
• Demonstrates performance skill with information systems: i.e. printer, fax machine, computer, and other office equipment.
• Demonstrates ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.