Secretary II

Description:

The Secretary II supports the daily operations of a busy general surgery ambulatory clinic by managing patient flow, coordinating surgical and clinical scheduling, maintaining accurate documentation, and facilitating communication among patients, surgeons, and staff. Must be able to work in a fast- paced environment while maintaining professionalism. This role is essential to deliver efficient, accurate, organized, and patient-centered care.

Patient Coordination & Customer Service

• Serve as a primary point of contact for patients regarding appointments, procedures, preparation instructions, & follow-up care.
• Conduct patient intake, including demographic verification, insurance updates & authorization verification, and consent forms.
• Address patient questions and concerns with professionalism and empathy.
• Support multidisciplinary care coordination, including radiology, oncology, and wound care services.

Clinical & Surgical Scheduling

• Schedule new patient visits, follow-up appointments, diagnostic testing, minor procedures, and pre-operative consultations, outgoing referrals.
• Coordinate surgery dates, pre-operative requirements, and perioperative instructions with surgeons and OR scheduling teams.
• Ensure all pre-op clearances and requirements are completed prior to surgery.
• Manage provider calendars for efficient patient flow and clinic productivity.
• Monitor and triage incoming referrals for timely scheduling.

Operational & Administrative Support

• Answer phones, manage electronic messages, and process medical record requests by clinic protocol.
• Fax posting sheets, orders, and documentation to hospitals, surgery centers, and ancillary services.
• Provide routing slips with prioritized steps for each patient encounter.
• Complete disability, FMLA, work notes, and medical leave forms accurately and within required timelines.
• Scan clinic documents into patient charts following clinic policy to maintain accurate, up-to-date medical records.
• Maintain compliance with HIPAA, organizational policies, and regulatory standards.
• Assist with quality initiatives, and performance improvement projects.

Billing, Documentation & Insurance Tasks

• Enter global surgical days into the EHR or scheduling system per clinic policy.
• Verify patient insurance coverage for appointments, procedures, and surgical encounters.
• Obtain insurance authorizations and pre-certifications for imaging, procedures, and surgeries.
• Communicate authorization requirements or coverage issues to patients and providers in a timely manner.
• Input provider charges daily following clinic protocol, ensuring accuracy and timely submission.
• Distribute clinical notes, operative reports, and orders to referring providers as needed.
• Ensure complete and accurate documentation in the electronic health record (EHR).

Requirements:

Required

• High school diploma or GED.
• Minimum 2 years of experience in an outpatient medical office or clinic setting.
• Knowledge of medical terminology, scheduling workflows, and EHR systems.
• Strong communication, organizational, and customer service skills.
• Ability to multitask in a fast-paced clinical environment.

Preferred

• Associates degree or certification in healthcare administration, medical assisting, or related field.
• Experience in surgical scheduling or specialty care coordination (ideally general surgery).
• Familiarity with insurance verification, authorizations, pre-certifications, and charge entry.

Skills & Competencies

• High attention to detail and accuracy
• Strong multitasking and prioritization abilities
• Professional and patient-centered communication
• Proficiency with Microsoft Office and clinic software
• Ability to maintain confidentiality and handle sensitive information appropriately
• Ability to work independently and make sound, critical decisions

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