Secretary - Addiction Recovery Unit

MAIN FUNCTION:

Performs receptionist, clerical and secretarial duties for the New Dawn. Inpatient Rehabilitation Unit . Handles telephone communication and other functions designed to relieve professional staff from non-clinical duties. Reception duties include contact with referral agents, patients, and personnel of other Hospital departments. Prepares and maintains records and reports.

DUTIES AND RESPONSIBILITIES:

1.Performs receptionist, duties to include answering multiple phone lines, and greeting public, patients, and referral agents. Responds to simple requests and appropriately redirects requests or contacts professional staff. Receives and reports telephone messages to appropriate staff.

2.Personable, yet professional, in answering phones and interaction with patients, staff and other Hospital personnel. Pleasing telephone voice and clarity of speech.

3.In performing duties and responsibilities, operates within the confidentiality regulations of both HIPAA and Title 42 CFT, Part 2 on Confidentiality of Alcohol and Substance Abuse patients.

4.Performs secretarial duties to include preparation of routine correspondence and processing of patient records. Makes appropriate copies of records for referral sources, and delivers records of discharged ARU patients to Medical Records in a timely manner.

5.Specialized responsibilities include:

a) Experienced in use of computer for word processing spreadsheets, and email; Experience with current Hospital software preferred.

b) Forwards appropriate discharge information to referral agents under the direction of the Director.

c) Completion of time cards and attendance records in consultation with appropriate supervisor.

d) Monitors preparation and delivery of charts to medical records in a timely fashion.

e) Reviews disability and insurance forms for Medical Director's signature.

f) Assists the Director in obtaining departmental staffing coverage.

g) Assists the Director in preparing reports maintaining confidential information.

h) Monitors data entry into the NYS OASAS computer system and prepares Monthly Service Delivery reports in a time sensitive manner.

i) Trains per diem secretarial personnel and maintains training/reference manual.

j) Utilizes ePACES to determine Medicaid eligibility for ARU admission.

k) May assist RN / HCC with data entry into Quadramed.

l) Assists the Medical Director with sorting of mail, developing systems for timely and

accurate reporting. May provide assistance with timely completion of documentation

for insurance company needs.

6.Assists in development of office and interoffice policies and procedures pertaining to office

functions.

7.Maintains cost control measures, orders and maintains supplies, maintains inventory including unit forms, and equipment supplies (i.e., FAX, copier, etc.) as required.

8.Collects data, prepares and types necessary program statistical reports for Hospital and governmental agencies as well as unit surveys.

9.Performs a variety of filing duties. Maintains accurate and orderly filing system.

10. Coordinates all necessary unit maintenance reports and requests.

11. Demonstrates ability to be flexible, organized and function under stressful situations.

12. Promotes and fosters the mission and philosophy of the Hospital during performance of job duties and community activities.

13. Actively supports and participates in Hospital's Performance Improvement endeavors.

14. Performs other related duties as required.

15. This position requires you to follow standard precaution guidelines in all work situations.

16. Satisfactory rating in the duties and responsibilities.

17. Completion of all required Hospital and department education and other requirements of employment including but not limited to: annual hospital education, prompt response to notices for PPD., prompt response to the annual physical assessment.

18. Maintenance of skills necessary to meet the conditions as defined under Experience and Job

Knowledge and Special Requirements.

19. Completion of formal continuing education and training directly related to job responsibilities demonstrates by completion certificates.

20. Is responsible for attending all annual mandatory educational programs as required by position.

21. Employee understands and demonstrates the importance of satisfying the needs of the customer/patient by interacting with him/her in a friendly and caring way, being attentive to the customer's needs, both psychologically and physically, and by taking the initiative to maintain communication with the customer in order to provide a secure and pleasant experience with the Arnot Health.

22. It is understood that this job description lists typical duties for the classification and is

not to be considered inclusive of all duties which may be assigned.

EDUCATION:

High school graduate with secretarial curriculum, preferred. Word processing, spreadsheet and email experience and proficiency required. Prefer one or more year's experience performing similar duties to include interaction with the general public and professionals, and handling of multiple phone lines.

EXPERIENCE:

Demonstrated ability to handle multiple tasks in reception duties, such as answering multiple phone lines, responding to requests for entering unit, and staff requests. Well organized and able to prioritize routine tasks and requests.

CARDIOPULMONARY RESUSCITATION (CPR) REQUIREMENTS:

Heartsaver CPR required within 90 days of hire date.

SPECIAL REQUIREMENTS:

1.Responsible for accuracy and neatness of assigned work.

2.Pleasant telephone voice and speech. Good communication skills.

3.Trustworthy in safeguarding confidential information in keeping with HIPAA and, especially Title 42, Part 2 of the Code of Federal Regulations on confidentiality of drug and alcohol patient's information.

4.This position requires access to medical records.

5.Ability to tactfully and courteously deal with a broad cross-section of individuals.

6.Adaptability and willingness to assume new responsibilities.