Secretary III - Occupational Health - Hackensack Meridian Health

Our team members are the heart of what makes us better.

At Hackensack Meridian Health we help our patients live better, healthier lives — and we help one another to succeed. With a culture rooted in connection and collaboration, our employees are team members. Here, competitive benefits are just the beginning. It’s also about how we support one another and how we show up for our community.

Together, we keep getting better - advancing our mission to transform healthcare and serve as a leader of positive change.

The Secretary III performs a wide variety of clerical duties in support of Team Health and network operations. Coordinates departmental activities through effective communication, information management, organizes intake and information in computer surveillance applications. Interacts and communicates with team members and external. Cross training for all divisions within Team Health to support our mission and values.

A day in the life of a Secretary III at Hackensack Meridian Health includes:

• Provides clerical support to the department by ordering office supplies, answering telephones, scheduling appointments, faxing, obtaining medical records and other clerical duties as requested.
• Interacts and communicates with team members from various departments and external clients.
• Appointment scheduling as per guidelines/protocol.
• Manages calendars to capture accurate coding of appointments (e.g. no shows, cancellations, etc).
• Manual/ electronic data entry is accurate and completed timely.
• Documents are scanned into the Electronic Medical Record (EMR) and computer surveillance applications or attached via PDF as needed.
• If applicable, verifies company contact and billing information when posting documents to the electronic medical record (EMR).
• Faxes appropriate documentation to insurance carriers and employers if needed.
• Reviews weekly data reports to assure there are no variances which need to be addressed, if noted, are addressed timely.
• Prepares and reviews other reports as requested by the leader.
• Creates new company profiles in the EMR if needed.
• Notifies Account Executive of any account changes or discrepancies for follow up with external clients.
• Prepares documents required for each visit preceding the next business day and appropriately for same day services.
• Persons are greeted promptly upon arrival in a friendly, receptive manner.
• Communicates arrival of the team member/ client to the care team.
• Team members /clients are provided with appropriate forms /documentation to be completed or reviewed upon arrival.
• Obtains a copy of photo ID as required. Ensures a copy of photo ID is destroyed at the end of the business day.
• Observes the waiting area for team member /client needs.
• Assists in screening procedures.
• Telephonic duties:
• Addresses voice mails promptly records and distributes messages.
• Messages are reviewed and acted upon regularly throughout the day.
• Alters greeting to match business operations (e.g.: holiday closing).
• Telephone calls are answered promptly with a greeting that identifies them by name and the department.
• Calls are screened and messages are taken and recorded accurately.
• Telephones are placed on voicemail at the end of the business day.
• Maintains par levels of office medical equipment, office supplies and office machine supplies including toner and paper.
• Ensures office equipment (copier, fax) is in good working order.
• Makes calls for service after informing the leader.
• Maintains Ipads, works with IT and vendors to resolve issues.
• Supports resolving IT issues.
• Maintains and answers all email boxes.
• Requests for release of medical records are handled timely and accurately including attorney requests.
• Digitizes paper records or sends to record storage following vendor guidelines.
• Requests documents as needed from storage in cases of record requests or regulatory surveys.
• May be cross trained to support other areas of importance and priorities within Team Health.
• Floats to other offices as requested for staff coverage.
• Orients new team members as assigned.
• Internal Communications
• Works with the team to publish monthly office schedules for services (e.g. fit testing, flu and COVID vaccinations, pre-employment physicals).
• Meets monthly deadlines for submission, work with the Communications team to post on intranet and make changes as necessary if applicable.
• Sends out notices for monthly team member meetings, records and distributes meeting minutes
• Other duties and/or projects as assigned.
• Adheres to HMH Organizational competencies and standards of behavior.

Education, Knowledge, Skills and Abilities Required:

• High School diploma, general equivalency diploma (GED), and/or GED equivalent programs or equivalent experience.
• Strong problem solving skills, is able to prioritize, is organized and ability to multitask
• Must have reliable source of transportation.
• Excellent written and verbal communication skills.
• Proficient computer skills that include but are not limited to Microsoft Office and/or Google Suite platforms.

Education, Knowledge, Skills and Abilities Preferred:

• Prior experience working with an EMR.
• Bilingual - English/Spanish.

If you feel that the above description speaks directly to your strengths and capabilities, then please apply today!