Healthcare Admin Secretary

Fresenius - Cottonwood, AZ

Full-time - Entry Level

Cottonwood, AZ

Ambulatory Health Care Services

About the position

The Healthcare Admin Secretary plays a crucial role in supporting the administrative functions within a clinical environment. This position involves performing a variety of basic and routine clerical and secretarial duties under direct supervision. The responsibilities include preparing and typing routine correspondence, form letters, and reports, as well as answering telephone calls and routing them to the appropriate personnel. Greeting visitors and patients, maintaining filing systems, and completing forms and reports are also key aspects of this role. In addition to these tasks, the Healthcare Admin Secretary is responsible for recording meeting minutes, making copies of correspondence, and preparing purchase orders using relevant software applications. The role also involves assisting with accounts receivable and accounts payable functions, distributing incoming mail, and maintaining calendars and daily schedules. Scheduling appointments, maintaining inventory of office supplies, and assisting with basic personnel administrative functions are also part of the job. The position requires the secretary to assist in the collection of Patient Statistical Profiles and Continuous Quality Improvement Data, as well as month-end reporting requirements. Auditing records for compliance with medical records standards and maintaining accurate records of hospitalization and patient travel are essential duties. The secretary will also prepare medical records for facsimile or mail related to various patient needs, organize travel for patients, and coordinate with transient patient paperwork. Ensuring that admissions paperwork is completed and sent to the designated departments is also a critical responsibility. The Healthcare Admin Secretary will assist with medical appointment referrals and scheduling, as well as transportation coordination and referrals. Finally, the role includes ensuring data entry is completed for Crown Web related to ESRD 2728, ESRD 2746, and PART, along with other duties as assigned.

Responsibilities

• Perform a variety of basic and routine clerical and secretarial duties under direct supervision.
• Prepare and type routine correspondence, form letters, and reports.
• Answer telephone calls and route them to the appropriate person.
• Greet visitors and patients and conduct them to the appropriate location or person as needed.
• Set up and maintain filing systems and basic databases as applicable.
• Complete forms and reports as required by various company offices and outside vendors and agencies.
• Record the minutes of meetings and provide the resulting documents as necessary.
• Make copies of correspondence and other printed matter as required by the manager.
• Prepare purchase orders using the appropriate software application.
• Assist with department/facility accounts receivable and accounts payable functions as needed.
• Distribute incoming mail.
• Maintain calendar and daily schedules.
• Schedule appointments and arrange meetings.
• Maintain inventory of necessary office forms and supplies.
• Assist with various basic personnel administrative functions as needed.
• Act as backup to other clerical personnel in the office as needed.
• Assist in the collection of Patient Statistical Profile and Continuous Quality Improvement Data.
• Assist with month-end reporting requirements.
• Assist in auditing records for ongoing compliance with medical records standards.
• Maintain accurate records of hospitalization, patient travel, etc.
• Prepare medical records for facsimile or mail related to travel, transplant, disability, and others.
• Organize travel for patients by contacting and providing requested medical records.
• Coordinate with transient patient paperwork.
• Coordinate transfer placements and confirmations along with Clinical Manager.
• Confirm admissions paperwork is completed and sent to designated department(s).
• Assist with medical appointment referrals and scheduling.
• Assist with transportation coordination and referrals.
• Ensure data entry has been completed for Crown Web related to ESRD 2728, ESRD 2746, and PART.

Requirements

• High school diploma or equivalent required; additional education in healthcare administration or related field preferred.
• Previous experience in a clerical or administrative role, preferably in a healthcare setting.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and other relevant software applications.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to work effectively in a team environment and collaborate with various departments.

Nice-to-haves

• Experience with medical terminology and healthcare documentation.
• Familiarity with electronic health records (EHR) systems.
• Knowledge of accounts receivable and accounts payable processes.

Benefits

• Health insurance coverage
• Dental insurance coverage
• Vision insurance coverage
• 401k retirement savings plan
• Paid holidays and vacation time
• Flexible scheduling options
• Professional development opportunities