Administrative Secretary - Occupational Therapy - Full Time 8 Hour Days (Non-Exempt) (Non-Union)

The Administrative Secretary supports coordination of daily operations for rehabilitation departments in collaboration with leadership and therapy providers. This position handles incoming and outgoing telephone calls. Establishes and maintains courteous cooperative service-oriented relationships with patients the public and other members of the healthcare team. The Secretary also handles schedule coordination completes intake communication verifies insurance and obtains authorization for services and schedules appointments for patients.

The Secretary works closely with the Director and the Therapy Clinical Supervisors. Handles confidential information. Responsible for composition typing proofing and appropriate disseminating of a variety of materials e.g. correspondence memos reports. Preparation of special meetings agendas and minutes. Schedules meetings and appointments for the Director and supervisors. Prepares statistical reports. Coordinates workload and supervises other secretaries as appropriate. Coordinates and integrates department services on intradepartmental interdepartmental and hospital wide levels. Plans for provision of services through provision of appropriate levels of qualified competent staff. Policies and procedures are in place to support scope of practice. Completes all necessary processes to ensure timely billing for services; maintains patient data base and works closely with the USCUH Business office; prepares patients records and maintains them; prepares daily and monthly outpatient reports and routes them to the appropriate internal and external departments.

Essential Duties:

• Complete all typing assignments utilizing appropriate grammatical skills and proofreading on due dates.
• Oversees data entry of charges accurately in a timely manner. Will enter charges no later than the 3rd day of the patient discharge date.
• Assesses work impact and effectively assigns coordinates and follows-up with clerical staff.
• Completes Compliance Checker for all outpatients before the deadline
• Schedules Outpatient evaluations and therapy appointments within 48 hours from the date of referral
• Ensures that patients are scheduled in accordance with Insurance Verification and scheduled for their fully authorized services.
• Collects statistical data on all outpatients. - Record of daily visits - Inputs patient data - Prepares weekly and monthly reports
• Maintains the telephone message center and communicates with the therapists changes in patients schedules
• Closes out all evaluations in Cerner in a timely manner
• Keep all therapy registry notebook up to date
• Distributes productivity reports weekly
• Completes monthly labor log report
• Invoices all contracted services (Norris) within 3 working days after the end of the month
• Reconciles all registry invoices in a timely manner
• Performs other duties and special projects as assigned.

Required Qualifications:

• Req High school or equivalent

• Req 2 years Executive secretarial experience (preferably in a hospital setting or medical)

• Req Demonstrates effective problem solving skills.
• Req Must have high-level computer skills including Word and Excel.
• Req Organization/time management skills.
• Req Able to function independently and as a member of a team.

Preferred Qualifications:

• Pref Supervisory experience desirable.

Required Licenses/Certifications:

• Req Fire Life Safety Training (LA City) If no card upon hire one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)

USC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin protected veteran status disability or any other characteristic protected by law or USC policy. USC observes affirmative action obligations consistent with state and federal law. USC will consider for employment all qualified applicants with criminal records in a manner consistent with applicable laws and regulations including the Los Angeles County Fair Chance Ordinance for employers and the Fair Chance Initiative for Hiring Ordinance and with due consideration for patient and student safety. Please refer to theBackground Screening Policy Appendix Dfor specific employment screen implications for the position for which you are applying.

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact USC Human Resources by phone at or by email at. Inquiries will be treated as confidential to the extent permitted by law.

• Notice of Non-discrimination
• Employment Equity
• Read USCs Clery Act Annual Security Report
• USC is a smoke-free environment
• Digital Accessibility

If you are a current USC employee please apply to thisUSC job posting in Workday by copying and pasting this link into your browser: