Medical Services Secretary

Overview

SCOPE: Under general supervision, performs a variety of secretarial and administrative duties requiring experience and knowledge of general office procedures. Types and prepares departmental correspondence, reports, records, and other documents as requested. Greets and routes visitors, screens phone calls, and routes mail. Establishes and maintains effective filing systems. Assists with departmental projects as requested. May support a group of physicians or manager. Supports and adheres to the US Oncology Compliance Program, to include the Code of Ethics and Business Standards.

Responsibilities

• Receives and transmits telephone messages for physician and other practice personnel.

• Answers calls promptly according to departmental guidelines; records messages accurately; and demonstrates a willingness to assist others by providing information whenever possible.

• Assists and directs visitors to physician or other appropriate individuals.

• Under supervision, produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.

• Prepares documents for meetings, projects, or reports.

• Drafts correspondence and documents within the timeframe requested.

• Records minutes at meetings with responsibilities for transcription and distribution to participants.

• Assists in the coordination of appointments, meetings, travel arrangements and other business activities for the physician in accordance with departmental guidelines.

• Handles incoming and outgoing mail. Assures all mail pickups and deliveries are made on schedule, correctly sorted, and properly distributed.

• Maintains files and office equipment.

• Orders office supplies.

• Maintains and updates physicians medical licensure, professional certifications, professional liability, board certifications, and curriculum vitae.

• Maintains and completes all health plan contracts (new & re-appointments) and all hospital appointment applications.

• Coordinates physician monthly on-call schedule and maintains monthly vacation/time-off and on-call accruals and holiday rotation. Completes and distributes weekly schedules.

• Handles requests for patient charts and copies pertinent information according to office guidelines.

Qualifications

High school diploma or equivalent. Associates degree in business administration or secretarial program a plus. Minimum three years secretarial experience.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Requires prolonged sitting, some bending, stooping and stretching. Requires eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator and other office equipment. Requires normal range of hearing and vision correctable to 20/20. Requires occasional lifting of up to 30 pounds.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed in an office environment. Involves frequent contact with staff. Requires exposure to conditions common to a clinic environment.