Administrative Secretary

Description:

• Transcribe and types a variety of material such as consult reports, patient histories/reports, research papers and abstracts, manuscripts and papers for publication, grant proposals/applications, statistics and minutes of meetings from drafts or dicta equipment. Distribute materials as necessary. Print out or type appointment lists and appointment letters as requested for patients and staff/physicians and sends via email or regular mail. Compose correspondence/letters for routine inquiries and submits for signature.
• Maintain appointment calendars by determining the urgency of requests, scheduling appointments, arranging meetings and vacations, altering schedules when deemed necessary, notifying participants and booking rooms and equipment. Make travel arrangements as required. Prepare physician’s on-call roster for coverage and distributes schedule.
• Support the academic and research activities of the Division/Department by preparing materials for presentation and handout. Maintain curriculum vitae for medical staff. Provide orientation to new Fellows and Residents by performing duties such as arranging for Hospital ID, setting up on Hospital systems, such as patient registration and transcription system, assigning lockers and giving an overview of workflow. Provide clinical administrative support to Residents and Fellows including the preparation of materials. Prepare schedules including the on-call schedule for Residents and Fellows.
• Attend departmental and other team meetings as required to gather information, type and distribute agenda items and provide secretarial support. Prepare minutes/reports and take follow up action.
• Answer telephone, screens callers, greets and redirects visitors, responds to queries, takes/relays messages and/or redirects callers to appropriate personnel or area. Screens and prioritizes incoming material for the attention of appropriate personnel.
• Receive and processes requests for appointments and referrals using information provided from referring doctors’ offices and/or patient charts. Co-ordinates, pre-registers and confirms patient appointments with medical staff and/or professionals in the assigned area as well as with parents, making additions, deletions and changes to appointments, as necessary. Schedule follow up appointments for patients as needed and confirms appointments in advance of scheduled times. Notify the appropriate departments and patients/families of any cancellations.
• Obtain written, signed consents from parent(s) or guardian(s), authorizing release of information. Obtain other essential information in accordance with established policies and procedures regarding the release of client information. Record demographic information when patient arrives and explain multi-disciplinary appointment system to parent(s) or guardian(s).
• Sets-up and maintains filing and distribution systems for a variety of records and files such as charts, laboratory reports and correspondence by indexing binders/logs, creating and labeling files and filing material as appropriate.
• Prepare expense claim forms for physician payment when requested and sends to appropriate hospital department for processing. Prepare Fee for Service billing statements as needed and submits to Medical Services Commission.
• Compile, maintain and store patient information, various statistics, index cards and related medical information. Input data to appropriate database, and prepares summary reports using manual/computerized spreadsheets. Access and extracts requested data from the computer system for appointment and other purposes; print and forward to designated personnel according to established procedures.
• Monitor departmental level of office supplies and equipment, replenishing supplies as needed, requesting equipment repairs when needed, completing expense claim forms for professional and miscellaneous expenses and obtaining authorization from administrative manager.
• Perform other related duties as required.