Secretary Sleep Lab-Lourdes Main Campus

The Secretary performs clerical duties such as filing typing and copying documents. Screens and transfers callers arranges meetings and may handle travel accommodations. May distribute mail and maintain office supplies. The position relies on established guidelines to accomplish tasks and works under close supervision.

1. TECHNICAL TASKS
   1. Maintains work area in a neat orderly and efficient manner at all times.
   2. Logs in physician orders for lab and x-ray on computer in a timely manner.
   3. Sorts incoming mail.
   4. Schedules sleep studies consults and follow-up visits.
   5. Completes all assigned typing/word processing in an accurate and timely manner.
   6. Distributes dictated reports to Medical Records referring and consulting physicians and to DME referral.
   7. Consistently responds to routine correspondence and requests from hospital departments patients and insurance companies without further guidance.
   8. Maintains a filing system for medical supplies medical records notes orders and general office data that can be accessed by any office or clinical staff member.
   9. Demonstrates attention to detail and accuracy consistently in general duties.
   10. Maintains supply inventory and replenishes when needed.
   11. Assures accuracy of all dictation and correspondence.
   12. Obtains all requested medical records from physicians offices and other facilities as requested by physician sleep specialist and nurse practitioner.
   13. Obtains results of all lab work x-rays and other procedures ordered prior to patients return visit.
   14. Assists with phone calls and patient requests.
   15. Maintain minutes for Sleep Center staff conference meetings.
   16. Assist in designing new forms as required.
   17. Assures chart completeness before filing chart.
   18. Assist director in outlining technical instructions for scheduled sleep studies.
   19. Enter charges verifies insurance coverage and assists patients with billing questions in the absence of the Reimbursement Specialist.
   20. Assists the Reimbursement Specialist and Nurse Practitioner with clerical duties as required.
   21. Completes the admission data-entry process while entering the clinical information and assuring accuracy of demographic information entered.
   22. Assists with preparation and notification of Lourdes Laboratory for specimen pick-up.
   23. Assists director with promotion and community awareness of sleep disorders.
2. CRITICAL THINKING
   1. Determines whether patient meets criteria for DME coverage before referring patient for treatment.
   2. Supplies DME company with results of diagnostic study and certificate of medical necessity if required.
   3. Always reports any problems with the normal workflow (incoming or outgoing) to department director.
   4. Coordinates daily tasks while prioritizing work with specific timeframe requirements.
   5. Demonstrates a complete understanding of all policies and procedures concerning the responsibilities of the Sleep Center Secretary.
   6. Regularly consults with co-workers director and others with expertise in matters of uncertainty.
   7. Consistently demonstrates the ability to assess a situation consider alternatives and choose the appropriate course of action.
   8. Respects at all times the confidentiality of patient records and uses complete discretion in discussing any patient record.
   9. Accesses the appropriate staff member to solve patient and office problems.
   10. Prepares reports from collected data under the supervision of the director.
   11. Assists with the scheduling and changes in technicians assignments.
   12. Fulfills role as safety officer in the Sleep Disorders Center.
   13. Effectively educates patients on the technical aspects of the sleep study.
   14. Effectively informs the patient on what to expect in CPAP therapy and what to expect in regard to service from the DME company supplying the equipment.
   15. Possesses friendly and professional telephone technique.
   16. Possesses good listening skills.
3. Other Duties
   1. Consistently performs 12 organizational Service Standards focused on Values Service and Quality.

• High School Diploma or equivalent
• Proficient in MS Office applications
• Must have medical office experience