Secretary - Sleep Center Chambersburg - Days

Provides support to the staff including secretarial duties patient scheduling insurance verification and organization of the department. Performs various related functions for the department while functioning as the focus of communication in the department.

Shift

8 hour days 6a2:30p 7:30a4p MFri

Essential Functions and Responsibilities
Unit Based Essential Functions and Responsibilities

Core Values: Service Integrity Compassion
service excellence and patient and family centered care by showing respect honesty fairness and a positive attitude toward all customers.
confidentiality.
dependability to include attendance and punctuality.
accountable takes initiative and ownership of issues.
a professional demeanor. Represents hospital in a positive way. Has a compassionate working relationship with patients and families.
personal responsibility for 2way communication. Communicates and listens effectively with patients families coworkers other departments physicians/providers and community.
coworkers initiatives and a patient and family centered philosophy; pitches in; does own part and helps others.
to continuously improve work environment/processes (Performance Improvement). Demonstrates a patient and family centered focus when considering/developing improvement solutions.
willingness/enthusiasm to create embrace and facilitate change.
self and others; supports a learning environment; leads by example. Encourages patients and families to give feedback and suggestions for improvement.
working relationships critical to the organization including patients families coworkers other departments physicians/providers and community.
others by providing recognition and support.

Technical Excellence
critically; utilizes sound judgment; promptly reports potential risks.
state of art knowledge of area of specialty healthcare trends and practice and populations served.
a level of computer literacy appropriate to their role.
and maintains current all unit specific and organizational skills/competencies certifications/licensures as required.
hospitalrequired reviews e.g. HIPAA safety health screening
care concerns and others as assigned.
to National Patient Safety Goals.

Job Class SpecificsBehavioral Health
current Child Abuse Clearance PA Criminal Background check and FBI fingerprinting requirements along with required trainings.
adapts to changes in workload by performing other duties as assigned. Prioritizes work.
places and transfers telephone calls using appropriate telephone etiquette while promoting positive customer service.
in orientation of all new staff to unit demonstrated by being friendly and encouraging sharing knowledge and skills and being willing to participate in orientation.
and organizes own assignments to allow for time for inservices unit conference and committee meetings.
appropriate quantity of forms materials and supplies.
records/enters information as required (i.e. patient charges).
assembles and maintains charts for all patients in the outpatient clinic.
other hospital or care facilities and arranges for patient records to be faxed or mailed per doctors request as needed. Ensures releases of information are obtained.
patientrelated correspondence and distributes promptly.
insurance reauthorizations as indicated and tracks number of visits in an accurate timely manner.
intakes and therapy appointments for all mental health professionals and physicians in the Outpatient Clinic according to customer and payer requirements.
appointments for patients with other community providers as indicated; demonstrates knowledge of the community behavioral health system and level of care continuum.
that appropriate screening tools and forms are administered to incoming new patients (i.e. depression scales etc. and records results in the record.

Job Class SpecificsNeurophysiology Lab
and follows policies and procedures regarding patient safety and prevention of injury as applicable in area; uses sound judgment and awareness of potential hazards before taking action; promptly reports errors/events or situations of actual or potential event or harm to the manager.
the ability to put people at ease.
takes ownership of customer problems and follows through to close the loop with the customer.
the ability to actively listen to customers.
the ability to communicate honestly with each customer and other team members.
philosophy goals and objectives of the Neurophysiology Department and the Hospital.
with duties and performs them accurately recognizing their importance and relationship to patient care.
places and transfers telephone calls using appropriate telephone etiquette; uses voice mail as appropriate.
greets and directs patients visitors and hospital personnel in a friendly manner.
with orientation of new staff to department.
and follows organizational structure.
actively to complaints without being defensive and follows through to make things right.
receptive and implements suggestions for improving quality of procedures using LEAN concepts.
a minimum of 1 Opportunity for Improvement per quarter.
Hospital and Departmental Policy and Procedure manuals and other reference materials as necessary to assure proper course of action.
the ability to listen patiently and respond to customers needs. Follows through when needs are not met.
the ability to be proactive when interacting with customers to provide satisfaction.
a positive openminded cando attitude. Represents a team perspective and a willingness/enthusiasm to embrace and facilitate change.
and completes assignments; provides consistent quality of work with minimal supervision. Seeks guidance when necessary.
to changes in workload.
and organizes assignments to allow time for inservices.
employee timecards in Kronos in the Directors absence.
and orders office supplies.
and types letters to insurance companies when required. Prepares error free materials.
insurance companies or accesses internet site to verify procedure coverage and need for precertification authorization. Verifies insurance benefits and coshares. Documents information in meditech.
EEG/EMG appointments.
required patient information from doctors offices prior to scheduling sleep studies.
sleep studies. Discusses information regarding testing procedure.
Clinical review process and verifies that all necessary information including order H&P and any referral that is needed are in the chart prior to the test being done.
duties of Receptionist in her absence.
doctors offices when patients cancel appointments. Notifies Manager of patients who chronically cancel appointments (three cancelations).
manager of any order over two weeks old and not scheduled appointment (or patients who have been called three times and have not scheduled appointment. Notifies referring physician as well.
the ability to service each customer either in person or by phone in a way to promote a positive image including the use of interpreters when appropriate (i.e. contacting Social Services or Language Line).
100 of staff meetings except when on vacation or sick leave.
duties as assigned.

General Requirements

The following requirements are expected of all employees:
Core Values: Integrity Compassion Excellence Service
Annual Health Screening with Infection Control and Blood Borne Pathogens Education
Safety Awareness: Hospital Fire Safety and Disaster Procedures
Confidentiality: Maintains Employee and Patient Confidentiality.
Attendance: Regular attendance is an essential function of the position
Leadership Standards:
Character: Attitude Integrity Role Modeling
Job Performance: Results Orientation Customer Focus Decision Making Awareness
Interpersonal Skills: Communication Relationshipbuilding Team Player Celebration
Innovation: Breakthrough Thinking KnowledgeBuilding/Sharing Coaching/Empowering System Vision & Management

Physical and Mental Requirements: Classified as light work by the Dictionary of Occupational Titles: May exert up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently and/or an insignificant amount of force constantly in order to life carry push pull or otherwise move objects. Work involves sitting most of the time on a hard or cushioned chair but may also involve walking throughout the hospital facility and satellites or standing for brief periods of time.
Bends twists squats and kneels occasionally.
Reaches occasionally up to 2 feet overhead/in front of oneself.
Manual dexterity adequate for utilizing keyboard and calculator and processing paperwork.
Finger dexterity and frequent reaching is necessary during a normal shift in order to operate various office machines peel off labels process paperwork.
Near visual acuity is required for performing various clerical functions for deciphering fine print.
Auditory acuity adequate for hearing telephone conversation normal voice tones when not facing the individual overhead pages etc.
Ability to adapt to simultaneous multiple and varied stimuli.

Mental Demands Ability to communicate in both written and verbal form in order to take notes/minutes of meetings take dictation and relate to staff and others; ability to speak read and write the English language. Must be able to work within time constraints. Ability to comprehend medical terminology.
Working Environment: Conditions that a person in this position is subject to during a normal workday. Work is performed in a clean wellventilated indoor area; may require sitting for uninterrupted periods of time. Possible exposure to patients with infectious disease or to bodily fluids which may contain infectious agents. Some risk of physical harm in dealing with patients who may pose a danger to self others or property.

Reporting Structure:
A. Formal Reporting and Chain of Command Reports to Behavioral Health Services Office Manager. In his/her absence reports to the
Director of Outpatient Behavioral Health Services.
B. Informal Reporting and RelationshipsEstablishes and maintains harmonious productive relationships with all levels of interdisciplinary
staff psychiatrists other hospital personnel and management patients community treatment providers and general public.
Disclaimer: These essential job functions are requirements of the position which must be performed either with or without reasonable accommodation. The essential job function list is intended to be a guide rather than a limitation. The Chambersburg Hospital possesses the right to add new responsibilities to the list as business demands dictate. Some of the essential job functions may exclude individuals who pose a direct threat/significant risk to the health and safety of themselves or others.
By identifying essential job functions we are in no way stating or implying that these required tasks are the only activities that are to be performed by the employee occupying this position. In addition employees will also be expected to follow any other jobrelated instructions and to perform any other jobrelated duties that are included in the job description. The preceding requirements represent only the minimum acceptable levels of knowledge skills and/or abilities that a job incumbent must possess; in order to perform the job successfully the incumbent will possess additional aptitudes so as to perform the other duties that the job description entails.

Revised Date: 09/04/2015

Qualifications and Standards

Education: A. Formal Education and TrainingGraduate of a professional secretarial program or equivalent experience required. Satisfactory completion of a medical terminology course preferred.
B. Informal or Continuing EducationEvidence of participation in educational programs to update and maintain knowledge and skills.

Experience (Behavioral Health): Experience applying customer service behaviors and communication skills required. Three years experience in a fast paced physician office environment required; experience in a behavioral health setting preferred; knowledge of Microsoft Word and Excel preferred; evidence of excellent customer service skills required.

Experience (Neurophysiology Lab): Experience applying customer service behaviors and communication skills required. Three years experience in a busy office health care setting preferred; typing skills of 60 words per minute; proficiency in word processing required; knowledge of spreadsheets preferred.

Certifications/Licensure (Behavioral Health): CPR certification NonViolent Crisis Intervention (NCI) certification required or must achieve within 6 months of hire PA Child Abuse Clearances Criminal Background check and FBI fingerprinting required.

Certifications/Licensure (Neurophysiology Lab): None