WVU Research Corporation Medical Secretary in Morgantown, West Virginia
Description Purpose Provides secretarial support for the Medical Genetics Section of the Department of Pediatrics with a focus on maintaining and operating a variety of health record indexes and storage retrieval systems to collect, classify and store information in the patient database.
This position performs various support duties and responds to inquiries and resolves matters of relatively low complexity. Responsibilities require some basic decision making and resourcefulness within available guides and precedents. Work effort impacts client services, program and project image, with nominal liabilities.
Duties & Responsibilities Responsibilities are functional in nature, and performed under direct supervision. Specific tasks include, but are not limited to: 1) Updates genetics patient database in the specialized Microsoft Access program. a. Enters, compiles and maintains all patient data including insurance information, diagnosis codes, follow up appointments, etc. b. Protects the security of medical records to ensure that confidentiality is maintained. c. Releases information to persons and agencies according to regulations. 2) Using computers and computer system (MERLIN) to view schedules and patient information. 3) Operates standard office equipment. a. Xeroxes patient reports and other materials as requested. b. Compiles handbook for Residents/Medical Students rotating on service. 4) Schedules patient appointments for clinic visits. 5) Compiles handbook for Residents/Medical Students rotating on service. 6) Prepares reports and letters for mailing. 7) Takes mail to Post Office. 8) Responds to direct or telephone inquiries regarding patient services and locations. a. Answers phones taking accurate and complete information including patient referrals on specialized form. b. Contacts patients per doctor with lab results. c. Contacts laboratories with diagnosis codes and lab orders. 9) Coordinates tasks and elements of multiple projects. 10) Researches, composes, types, reads, sorts, codes, processes, transmits and files documents (mail, correspondence, forms, etc.). a. Maintains Genetics files; auditing and purging as needed. b. Files patient charts. c. Types reports and letters containing complex medical information from written form or dictation equipment. d. Types envelopes as needed. e. Prepares patient files and sends out appointment letters. 11) Retrieves patient medical records for physician and counselors. 12) Examines documents for completeness and accuracy. 13) Develops specific goals and plans to prioritize, organize, and accomplish work.
Supervisory/Lead Role Position reports to the Administrative Associate. This position will normally receive or follow specific instructions for routine work. Supervision of others is not required, however, sharing of knowledge with others and team participation is expected in the role.
Physical Demands Activities are predominantly non-manual though some responsibilities require the occasional lifting of 25lbs. The incumbent must be able to effectively hear and communicate with others. Visual acuity is important for computer work, especially entering patient data. Good hand coordination for typing and sorting and preparing materials for mailing. Ability to walk to the Xerox machine on the 4th floor and possibly stand for long periods of time copying patient and resource materials.
Work Environment Works in standard office atmosphere with shared space and equipment. Moderate noise levels are experienced. Responsible to know and comply with all safety procedures.
Requirements Requisite Qualifications Education and/or Experience 1) An associate’s degree; And 2) 6 months – 2 years of administrative experience Or 3) An equivalent combination of education and experience.
Skills, Knowledge, Abilities 1) Knowledge of correct English, grammar, spelling, punctuation, and sentence structure. 2) Knowledge of office methods, procedures, practices, and protocols. 3) Knowledge of medical 4) Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction. 5) Skilled in processing information, including compiling coding, categorizing, calculating, tabulating, auditing, or verifying information or data. 6) Good attention to detail. 7) Good customer service skills. 8) Good verbal/written communication skills. 9) Ability to read and write in English. 10) Ability to type with speed and accuracy. 11) Ability to operate standard office equipment such as copiers and FAX machines and ability to use dictation equipment. 12) Ability to learn Microsoft Access for entering patient data with accuracy. 13) Ability to maintain proper unit attendance and punctuality standards. 14) Ability to work independently after being given instructions. 15) Ability to read and comprehend simple instructions, short correspondence, and memos. 16) Ability to write simple correspondence. 17) Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. 18) Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. 19) Ability to compute rate, ratio and percent and to draw and interpret bar graphs. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. 20) Ability to deal with problems involving several concrete variables in standardized situations.
Behavioral Competencies 1) Technical skills – Strives to continuously build knowledge and skills; pursues training and development opportunities; assess strengths, weaknesses, and shares expertise with others. 2) Problem solving – Gathers and analyzes information, identifies problems, develops alternatives, uses reason even when dealing with emotional topics and works well in groups and resolves matters timely. 3) Internal & External Customer Service – Manages difficult or emotional matters with objectivity and openness; responds promptly to needs and requests for service and assistance; meets commitments and dates, notifies others if change occurs; provides, solicits and applies feedback; and builds goodwill through balanced contributions, positive approach, respect and support of others. 4) Communications – Demonstrates group presentation skills, participates in meetings, listens and gets clarification, is responsive and speaks clearly and persuasively in positive and negative situations. Writes and edits clearly and informatively, varies style to meet needs, presents numerical data effectively, and able to read and interpret written information. 5) Organizational Support – Aligns work and develops strategies to meet organizational goals; seeks to improve and promote quality; demonstrates accuracy and thoroughness; and upholds organizational expectations and values. 6) Self-Management – Responds to management direction; resourcefully adapts to changes in work environment and circumstances; responds well under pressure and manages competing demands; takes calculated risks, asks for and offers help when needed; exercise discretion and sound judgment; is tactful and responsible for own actions. Adheres to work schedule and complies with leave management responsibilities.
Preferred Qualifications & Credentials Education and/or Experience 1) Experience working in a medical or clinical setting
Requisition Number: 16-0093
Post Date: 7/22/2016
Title: Medical Secretary
Position Type: Full Time
Work Hours: 40 hpw