MEDICAL SECRETARY III

Affiliate Name: Brigham & Women's Hospital
Job Category: Administrative/Medical Secretary
Department: BWH ORTHOPEDICS
Shift: Days
Hours/Week: 40
Job Type: Regular
Employment Type: Full TimeResponsibilities:
GENERAL SUMMARY/ OVERVIEW STATEMENT: Summarize the nature and level of work performed.
Coordinates the administrative, clinical and surgical schedule for Orthopedic Spine / Total Joint physician.PRINCIPAL DUTIES AND RESPONSIBILITIES: Indicate key areas of responsibility, major job duties, special projects and key objectives for this position. These items should be evaluated throughout the year and included in the written annual evaluation.Administrative: Responsible for carrying out all administrative and academic responsibilities as a result of memberships in various academic societies
1. Maintains the Physician's entire academic, administrative, clinical and surgical calendar. Arranges travel and coordinates activities for local, national and international meetings on a computerized system. Handles all reimbursement requests.
2. Complies with HMS requirements for department educational courses. Tracks all Continuing Medical Education credits for physician.
3. Processes high volume of academic and administrative transcription.
4. Assists in preparation and editing of Power Point presentations.
5. Assists in the preparation and submission of various manuscripts.
6. Manage photo album: camera and radiographic images.
7. Manage database for all completed surgeries.
8. Assist in preparation and formatting of materials for Society sub committee meetings.
9. Update CV with all appointments and publications.
Clinical:
1. Answers physician's telephone lines, records detailed messages and requests charts when the physician's response necessitates a review of the record.
2. Prints and distributes appointment sheets for Radiology Department and the Orthopedic ambulatory suites. Prepares patients charts for weekly clinics, completing appropriate forms and requisitions on line for same following a review of the chart and previous office visit notes. Assures all reports and necessary information are in the chart prior to appointment.
3. Coordinates Prescription medication requests with Physician Assistant. Updates medication log on all patients.
4. Opens, sorts, answers (when appropriate) mail; assembling background information for physician's review and when appropriate prepares for filing in patients' charts.
5. Develops and maintains filing system.
6. Generates disability insurance claim forms and work reports in consultation with the physician. Monitors receipt of requests for narrative reports, produces letters requesting prepayment, and provides information to physician for dictation.
7. Accepts assignments in accordance with variable needs of the surgical practice. Consistently demonstrates professional image and demeanor to patients, physicians, supervisors and co-workers. Expresses a positive attitude towards work, patients, the Orthopedic Department and BWH.Surgical:
1. Assist in scheduling surgical procedures for the physician, requiring knowledge of booking procedures. Transmit all information from physician'completed surgical booking forms to the admitting offices and operating rooms for the scheduling of admissions, OR time, surgical equipment, prostheses, etc. Follow up with physicians when essential information is incomplete. Enter information into IDX scheduling system.
2. Schedule Pre-admitting Test Center (PATC) appointments and pre-operative history and physicals and post operative appointments, notifying patients of time, place, and procedures entering all Pre-admit Test Center and appointments in IDX computer system.
3 Prepare requisitions and required paperwork for PATC packets to include copies of relevant office notes and surgical consent forms for timely delivery.
4. .Keep surgeon informed of potential problems and outcomes related to their surgical patients so as to maximize OR usage.
5. Act as liaison between surgeon and patients regarding pre-and post-surgery medical questions.
6. Interface with third-party carriers and admitting office regarding regulations for pre-operative testing, admissions procedures, approvals for surgical procedures and length of stay. Obtain approvals for surgical procedures and length of stay.
REQUIREMENTS
QUALIFICATIONS: (MUST be realistic, neither overstated nor understated, and related to the essential functions of the job.)
1. Associates Degree preferred- successful completion of approved secretarial program preferred.
2. Three to four years of medical office experience with secretarial, medical or related training.
3. Good organizational skills; ability to set priorities and meet deadlines.
4. Interpersonal and verbal skills to courteously and effectively communicate and interact with diverse group
of people.SKILLS/ ABILITIES/ COMPETENCIES REQUIRED: (MUST be realistic, neither overstated nor understated, and related to the essential functions of the job.)
1. Excellent communication/interpersonal skills.
2. Ability to handle multiple tasks simultaneously, keeping track of details and following through to completion within specific time limits.
3. Ability to work well under pressure and handle multiple tasks.
4. Ability to interact well with others, to include patients, physicians and co-workers.
5. Typing 55-60 wpm. (Word processing and IBM experience a plus).
6. Knowledge of medical terminology.
7. Familiarity with office equipment; dictators and dictaphones, photocopy machines, computers, printers and
fascimilies