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Secretary to Medical Professional

4 months ago

Vancouver, Canada UBC Full time

**Job Description Summary**
Within the context of a client centred model of care and in accordance with the vision and values of the VP Students portfolio, the Secretary to Medical Professionals is part of a team providing a full range of clerical services in the support of client care. The position performs clerical/reception functions such as scheduling, and data entry. Duties range form routine to complex and include maintaining a highly confidential electronic medical record system, correspondence and communication. The Secretary to Medical Professionals receives payments, prepares financial and statistical reports, types and prepares a variety of reports and other materials utilizing computer systems and software relevant to the job. Maintains an inventory of stationery and medical supplies. This position requires good judgment, the ability to work cooperatively in a fast paced environment, and the ability to respond with tact and sensitivity to a variety of patients and to perform all the duties with strict confidentiality.

**Organizational Status**
Works under the direction and reports to the Manager. Takes instructions from director, manager and physicians.

**Work Performed**:

- 1. Customer Service_
Provides efficient seamless and accessible reception service as demonstrated by:

- Responding respectfully and sensitively, to a culturally diverse stakeholder population (students, faculty, staff, colleagues, parents, and campus visitors).
- Effective verbal and nonverbal communication (welcoming and warm manner, empathic listening, ability to clarify and assess what is being asked, speaking clearly and articulately, ability to diffuse situations involving ill, anxious, or frustrated individuals
- Providing timely service with mínimal supervision and working effectively during high volume periods.
- Working collaboratively within a service team context to ensure high standards of service provision in accordance with Student Health Service policies.

Deals with customer service complaints effectively as demonstrated by:

- Collaborating with parties involved to address difficulties.
- Negotiating positive outcomes.
- Determines the urgency of requests for services and works closely with the Manager to manage smooth flow of patients.
- Schedules appointments for physicians and nurses.
- Communicates with other clinical offices, departments and units to coordinate client appointments and testing.
- Registers students for appointments and obtains and enters data into computerized electronic medical record system.
- Verifies student registration status and health insurance status using established computerized database systems.
- Assists students in using the electronic medical record system.
- Receives, scans and imports and transfers diagnostic reports from external laboratories to clinic medical record system
- Responds to requests for records and information releasing information to authorized personnel in accordance with established standards and guidelines and procedures.
- Transcription of physician clinical notes, reports and letters.
- 2. Financial Support_
- Reviews physician and nursing billing and diagnostic code entries for errors and omissions and corrects accordingly.
- Reviews patient medical forms for completion (Workers Compensation Board of BC, Insurance Companies, 3rd Party Medicals, etc) and bills accordingly.
- Processes Medical/Legal requests and bills accordingly.
- Prepares billing claims and performs electronic transmission and retrieval of claims to Health Insurance Agencies.
- Reconciles, reviews and makes necessary corrections of computerized claims (i.e. rejections, adjustments, payless and on hold claims).
- Prepares and mails invoices for patient and private insurance company accounts.
- Processes receipts for incoming payments by cash, cheques and electronic transactions.
- Prepares cash and cheque deposits.
- Follow up and cost recovery of outstanding accounts.
- Maintains equipment rental logs and mails invoices on overdue accounts.
- Maintains billing and diagnostic code files for the purpose of patient billing.
- Compiles financial reports utilizing word processing and spreadsheet software.
- Responds to oral and written patient billing inquiries.
- Prepares and/or performs data entry of financial documents (cash deposits, journal vouchers, invoices, travel claims, etc)
- Assists the Manager with maintaining, reconciling and reporting financial records by recording in word processing and spreadsheet software.
- Maintains and files purchase requisitions, invoices and supporting documents.
- Prepares invoices to external businesses, organizations, agencies, prepares journal vouchers for internal charges for services, rendered to various university departments.
- 3. Administrative Support_
- Provides a full range of administrative support and duties associated with the care of patients at Student Health Service.
- Photocopies and faxes a wide variety of forms and docume