Secretary Department, Mental Health-Adult OP

at  RWJBarnabas Health

Req #: 0000172395
Category: Clerical / Administrative Support
Status: Full-Time
Shift: Day
Facility: Trinitas Regional Medical Center
Department: Mental Health-Adult OP

QUALIFICATIONS:

Required:

• HS diploma or equivalent

Preferred:

• One (1) year secretarial experience preferred
• Some know ledge and experience with computers, Microsoft Word preferred

SCHEDULING REQUIREMENTS:

• Shift- 8:00am-4:00pm
• Monday- Friday
• Full Time

• Orients new staff when assigned and participates in staff development when necessary
• Calls patients to confirm scheduled appointments for next day, as requested
• Provides coverage, including phone, for other clerical staff as indicated in coverage schedule this could include other departments within Ambulatory Services
• When assigned fills out purchase requests, follow s up w ith items delivered, and obtains pricing and delivery
• Accurately types department correspondence from pre-written sources
• Refers calls to appropriate area for assistance when necessary.
• Photocopies, as requested, and within time frames
• Assists w ith all data entry as assigned by supervisor
• Picks up and delivers mail for department, in accordance with weekly schedule
• Files documents in chart in the proper location
• Assists in monitoring completion of required documentation in medical record including assessments
• Prepares and types statistical reports for specialty programs within established times frames
• Faxes documents, as requested, in accordance with HIPAA regulations
• Receives, organizes, distributes, and files faxes received for assigned areas
• Calls no show s next business day, and documents calls in AVATAR when assigned
• Check voice mail as scheduled
• Accurately schedule patients for group schedules in AVATAR
• Reschedule patients as per clinicians instructions
• Make reminder calls for Medication visits and Psychiatric Evaluations when assigned
• Prepare routine letters (no show ) for failed initial appointments.
• Maintains case roster, referral and discharge logs
• Tracks emergency assistance expenditures, and sends to patient by next business day
• Collaborates with supervisor in assigning and prioritizing work assignments, and assigns clerical tasks based on priority
• Assist in the process of the Urine Drug Screen by preparing the cup w ith label before giving to patient, entering the order in the SCM data base, ensuring that the urine is brought across the street to Security so that it may be sent to Lab, and retrieving results when asked by Clinical Staff
• Maintain annual competency in UDS Testing
• Processes admission/discharge process in USTF database.
• Completes other tasks not specified but requested by a supervisor deemed necessary to facilitate appropriate work flow within the department.
• Prepares and types census sheet for APH and Intensive Outpatient Programs at required intervals
• Responsible for scanning documents in a timely manner
• Responds to medical records requests, in timely accordance with HIPAA regulations.
• Ensures accessibility to medical records by managing and maintaining an organized medical records environment
• Systematically prepares closed records for off-site storage
• Ensures that filing is completed in a timely manner
• Ensures all medical records requests are processed according to standards
• Orients new staff to medical records procedures
• Ensures that medical records are transferred to and from other units and
• Scans Medical Records
• Alerts staff that patient has arrived
• Provides new patient w ith demographic forms to fill out
• Copies/scans insurance cards and verifies insurance at reception desk.
• Greets all patients when they arrive, directing them to the proper staff person and notifying staff of the arrival in a timely manner