Practice Secretary I Job at Uphams Corner Health Center in Dorchester

Job Details

Job Location
415 Columbia Rd - Dorchester, MA

Position Type
Full Time 30+ hours

Description

Position Title:

Practice Secretary Level I

Department:

Patient Services

Supervisor:

Practice Supervisor

Hours per week:

Full Time/Non-Exempt/ 40 Hours/Week

Primary Function:

Under supervision, performs varied reception, appointment, secretarial and/or clerical duties. Functions include reviewing and completing pharmacy and refill requests, in basket messages/work queues management, assisting with patient walk-ins regarding utility letter fulfillment, scheduling appointments, coordination and organization of incoming and outgoing faxes, internal referrals. In addition, is responsible for monitoring daily flow of the patient waiting area. Contribute to a positive patient experience by meeting the needs of the patient. Adhere to all health center policies and procedures on patient confidentiality/HIPAA and all health center-wide guidelines

Duties & Responsibilities:

Practice Secretary Level I Tasks

1. Observe and monitor the patient waiting area to identify patients waiting for greater than 15 minutes past their scheduled appointment time Liaison with the Medical Assistants (MAs) and communicate with the patients regarding the wait time if waits do exceed 15 minutes.
2. Assist patients in the completion of required screening forms; such as SDOH and PHQ-9 forms whenever possible, but particularly when patients have literacy or language barriers. Assist in facilitating the screening completion process by making sure the MA obtains the completed or in-process screening forms.
3. Check out patients after their office visits, scheduling any requested follow up appointments or add patients on a follow-up work queue if an appointment is not scheduled at that time.
4. Consistently manage In-Basket appointment request messages in the patient EMR (Electronic Medical Record) on a daily basis. Schedule patient follow up appointments as directed or follow-up by sending a letter to the patient as determined by established workflows.
5. Document any outreach attempt outcomes in the patient EMR.
6. Coordinate Late Arrival Policy & Procedure to determine if patients arriving late will be seen.
7. Interface with Urgent Care to direct patients from Urgent Care and schedule in Primary Care when applicable.
8. Fully register and/or check in patients when needed. This includes demographic and account updates, coverage verification, co-pay collection, and updating required documents.
9. Facilitate newborn appointment scheduling per the hospital discharge protocols.
10. Enroll and educate patients on MyChart
11. Provide excellent customer service, de-escalate patient situations appropriately, including following the Color Code procedures when applicable.
12. Actively and professionally attend and participate in meetings
13. Review documents including utility letters, medical refills, and faxes and ensure that all necessary fields are correctly filled. Submit reviewed and completed documents to Practice Secretary level II/III for quality assurance and processing.
14. Manage patients that 'no show' for their appointments, following the No Show Policy & Procedure.
15. Completes reassignment of patients to providers with the direction of Medical Leadership and/or Clinical Leadership
16. Perform other duties as needed

Qualifications

Basic Knowledge

• High School Diploma or equivalent
• 2 year Associate's degree preferred
• Demonstrated strong verbal and written communication, team building, and interpersonal skills required
• At least 2 Years professional experience in a related health care setting
• Bilingual (Spanish or Portuguese Creole and English) preferred

Experience & Qualifications:

• Ability to work evenings, Saturdays, and /or Holidays
• Demonstrated ability to effectively manage high volume patient flow situations and use appropriate judgement to request assistance as needed
• Demonstrated positive attitude and initiative
• Demonstrate problem-solving skills and judgment
• Proficient in computer systems, EMR and/or PC-based software, such as EPIC/OCHIN, Athena Health and/or Dentrix.
• Ability to work with persons with disabilities and seniors
• Experience working in a fast-paced, culturally and linguistically diverse environment
• Ability to multi-task on at least two computer-based applications at the same time.
• Excellent organization, time management and customer service skills.
• Ability to work effectively and in harmony with a team

Independent Action:

As described above at "Duties & Responsibilities".

Supervisory Responsibility:

None

Define Access Level to PHI:

Level 2: Authorized to access patient demographic data with only minimal reference to treatment or diagnostic information as needed to function. Staff in this category level should confine the use of PHI to the minimum necessary required and should not access or read parts of the medical record not needed to perform assigned duties.