Administrative Secretary

Eastern Virginia Medical School - Norfolk, VA

Full-time - Entry Level

Norfolk, VA

Educational Services

About the position

The Administrative Secretary at Eastern Virginia Medical School is a pivotal role responsible for managing all administrative activities within a busy office suite. This position operates under minimal supervision, performing a wide range of administrative support tasks, including billing and coding. The individual in this role must be exceptionally organized, flexible, and possess a strong customer service orientation. The ability to multi-task and prioritize effectively under pressure is essential, as is the capability to manage and meet deadlines for multiple projects. Additionally, the role may require cross-covering as a Medical Assistant when necessary, which adds to the dynamic nature of the position. In this role, the Administrative Secretary will be tasked with organizing work assignments and priorities independently. Responsibilities include answering incoming calls on a multi-line phone system, scheduling patient appointments, collecting co-pays, and ensuring that daily deposits are prepared for pick-up. The secretary will also check patients in and out, print and mail letters written by physicians, and complete all tasks in accordance with the standards set by the EVMS Medical Group. A critical aspect of the job involves verifying benefits eligibility with complex multi-payer insurance companies, procuring necessary documentation for pre-certification and referrals, and calculating accurate estimates of patient liability. The position also requires sorting scanned patient information into the correct charts, researching patient charts for information needed by other healthcare providers, and obtaining medical records from outside sources. The Administrative Secretary will enter health maintenance results into the Electronic Health Record (EHR) system and set reminders for follow-up. Assigning appropriate ICD-10 and CPT codes to services rendered by physicians is a key responsibility, along with reviewing monthly charge allowance reports to maximize reimbursement. The role includes supervising the accuracy of charges entered into patient records and coordinating coding and data entry activities to ensure they align with the billing process. Furthermore, the Administrative Secretary will provide administrative support to the Medical Director, which includes processing correspondence, coordinating schedules via Outlook, and acting as a liaison among clinic staff, faculty, and students. The role may also involve assisting with special projects, such as analyzing provider billing and patient access. In addition to these duties, the secretary may perform other assigned tasks as needed, contributing to the overall efficiency and effectiveness of the office operations.

Responsibilities

• Organize work assignments and priorities with minimal supervision or directions.
• Provide coverage for all other support staff as needed.
• Answer all incoming calls on a multi-line phone system and return calls in a timely manner.
• Schedule patient appointments; collect co-pays; ensure daily deposit is ready for pick-up; check patients in and out.
• Print and mail patient letters written by physicians; complete all tasks in accordance to EVMS Medical Group standards.
• Responsible for the accuracy of information obtained from complex multi-payer insurance companies, including verification of benefits eligibility procedures.
• Procure and complete documentation for pre-certification and referral/authorizations.
• Calculate an accurate and comprehensive estimate of patient liability.
• Sort scanned patient information from batches into the proper patients chart accurately and task physician for sign off.
• Research patients chart for information needed by other physicians' offices, home health agencies, hospitals, and other outside sources.
• Print and fax or mail for outside requests; obtain medical records from outside sources requested by our physicians.
• Enter health maintenance results in the EHR when made available, set up reminders to ensure follow-up.
• Assign appropriate ICD-10 and CPT codes to incoming work (services rendered by physicians).
• Review monthly charge allowance reports to ensure utilization of appropriate fees for maximum reimbursement.
• Supervise the charges being entered into patient records adhering to carrier regulations.
• Complete and follow up on missing information from physicians when the information provided does not support the services rendered.
• Coordinate the activity of coding and data entry to ensure their accuracy as they relate to the billing process.
• Perform diverse clerical tasks requiring analysis, judgment, and detailed knowledge of department and/or company policies and procedures.
• Provide administrative support to the Medical Director, process correspondence, coordinate Outlook schedules, and assist with special projects.

Requirements

• High School diploma or GED required.
• Three (3) years of previous secretarial/administrative work experience in an office setting required.
• CPT/ICD-9 and ICD-10 coding experience is required.
• Certified Professional Coder (CPC) is preferred.
• Medical Assistant Certification (CMA/RMA) is highly preferred.
• Strong attention to detail, organizational and communication skills needed.
• Strong MS Office skills to include Word, Excel, and Outlook needed.
• Understanding and ensuring HIPAA policies.

Nice-to-haves

• Ability to cross cover in the Medical Assistant role as needed is strongly preferred.