SECRETARY III - TEAM HEALTH

Hackensack Meridian Health - Holmdel, NJ

Full-time - Entry Level

Holmdel, NJ

Hospitals

About the position

The Secretary III at Hackensack Meridian Health plays a crucial role in supporting Team Health and network operations through a variety of clerical duties. This position is designed to enhance the efficiency of departmental activities by ensuring effective communication and information management. The Secretary III is responsible for organizing intake and information within computer surveillance applications, and will interact with both team members and external clients. A key aspect of this role includes cross-training across all divisions within Team Health to uphold the organization's mission and values. The Secretary III may also be required to float to the Iselin office as needed. In a typical day, the Secretary III provides essential clerical support by managing office supplies, answering telephones, scheduling appointments, and obtaining medical records. This role requires meticulous attention to detail, particularly in appointment scheduling and calendar management, ensuring accurate coding of appointments such as no-shows and cancellations. The Secretary III is also responsible for timely manual and electronic data entry, scanning documents into the Electronic Medical Record (EMR), and verifying company contact and billing information when necessary. The position involves preparing and reviewing reports as requested by leadership, creating new company profiles in the EMR, and notifying the Account Executive of any account changes or discrepancies. The Secretary III greets clients and team members upon arrival, ensuring they are provided with the necessary forms and documentation. Additionally, the role includes managing telephonic duties, such as addressing voicemails, screening calls, and maintaining office equipment and supplies. The Secretary III is expected to maintain communication with the team to publish monthly office schedules, send out notices for team meetings, and adhere to organizational competencies and standards of behavior. This position is integral to the smooth operation of the department and requires a proactive approach to problem-solving and multitasking.

Responsibilities

• Provides clerical support to the department by ordering office supplies, answering telephones, scheduling appointments, faxing, obtaining medical records and other clerical duties as requested.
• Interacts and communicates with team members from various departments and external clients.
• Appointment scheduling as per guidelines/protocol.
• Manages calendars to capture accurate coding of appointments (e.g. no shows, cancellations, etc).
• Manual/ electronic data entry is accurate and completed timely.
• Documents are scanned into the Electronic Medical Record (EMR) and computer surveillance applications or attached via PDF as needed.
• If applicable, verifies company contact and billing information when posting documents to the electronic medical record (EMR).
• Faxes appropriate documentation to insurance carriers and employers if needed.
• Reviews weekly data reports to assure there are no variances which need to be addressed, if noted, are addressed timely.
• Prepares and reviews other reports as requested by the leader.
• Creates new company profiles in the EMR if needed.
• Notifies Account Executive of any account changes or discrepancies for follow up with external clients.
• Prepares documents required for each visit preceding the next business day and appropriately for same day services.
• Persons are greeted promptly upon arrival in a friendly, receptive manner.
• Communicates arrival of the team member/ client to the care team.
• Team members /clients are provided with appropriate forms /documentation to be completed or reviewed upon arrival.
• Obtains a copy of photo ID as required. Ensures a copy of photo ID is destroyed at the end of the business day.
• Observes the waiting area for team member /client needs.
• Assists in screening procedures.
• Addresses voice mails promptly records and distributes messages. Messages are reviewed and acted upon regularly throughout the day.
• Alters greeting to match business operations (e.g.: holiday closing).
• Telephone calls are answered promptly with a greeting that identifies them by name and the department.
• Calls are screened and messages are taken and recorded accurately.
• Telephones are placed on voicemail at the end of the business day.
• Maintains par levels of office medical equipment, office supplies and office machine supplies including toner and paper.
• Ensures office equipment (copier, fax) is in good working order.
• Makes calls for service after informing the leader.
• Maintains Ipads, works with IT and vendors to resolve issues.
• Supports resolving IT issues.
• Maintains and answers all email boxes.
• Requests for release of medical records are handled timely and accurately including attorney requests.
• Digitizes paper records or sends to record storage following vendor guidelines.
• Requests documents as needed from storage in cases of record requests or regulatory surveys.
• May be cross trained to support other areas of importance and priorities within Team Health.
• Floats to other offices as requested for staff coverage.
• Orients new team members as assigned.
• Works with the team to publish monthly office schedules for services (e.g. fit testing, flu and COVID vaccinations, pre-employment physicals).
• Meets monthly deadlines for submission, work with the Communications team to post on intranet and make changes as necessary if applicable.
• Sends out notices for monthly team member meetings, records and distributes meeting minutes.
• Adheres to HMH Organizational competencies and standards of behavior.

Requirements

• High School diploma, general equivalency diploma (GED), and/or GED equivalent programs or equivalent experience.
• Strong problem solving skills, is able to prioritize, is organized and ability to multitask.
• Must have reliable source of transportation.
• Excellent written and verbal communication skills.
• Proficient computer skills that include but are not limited to Microsoft Office and/or Google Suite platforms.

Nice-to-haves

• Prior experience working with an EMR.
• Bilingual - English/Spanish.

Benefits

• Full-time employment with benefits
• Supportive work culture
• Opportunities for professional development