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Medical Office Clerk- Secretary

Amsterdam, NY
Medical Office Clerk - Secretary

Location: Amsterdam, NY                     
FLSA: Non-Exempt
Reports To: Assistant Director of New Dimensions in Health Care (NDHC)       
Physical Requirements: Normal Office Environment                                                                                  
Hours of Work: Full-time, 37.5 hours per week, routine schedule Monday through Friday 8AM to 4PM or as needed per clinical schedule. 
Pay Range: The pay range is $16.00 to $22.92

Job Summary:
The Medical Office Clerk – Secretary will provide clerical support to the Management Team at the Health Center.  This position is also responsible for multiple tasks associated with day-to-day operations at the Health Center, including but not limited to payroll preparation, purchasing duties, database maintenance, etc.  The Medical Office Clerk will, in conjunction with other clerical staff be responsible for the handling of telephone calls, coordination of meetings and meeting rooms.  The Medical Office Clerk will cross train with other clerical Health Center staff in order to assure all necessary tasks are completed as needed.

Minimum Qualifications:
  1. High School diploma/GED is required, Associates Degree in clerical or medical field is preferred. 
  2. One year prior experience in a medical setting preferred
  3. Prior experience with electronic health records is required.
  4. Must possess excellent word processing, typing, and general office skills. 
  5. Must be proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint).
  6. Must be able to read, write and speak the English language.
  7. Valid NYS Driver’s license is required.

Major Responsibilities:
  1. Perform clerical duties as needed to support Administrative staff needs.
  2. Perform word processing tasks as needed.  This includes creation/revision of Policy & Guideline documents and the distribution and filing of those documents.
  3. Maintain training files for all Providers and other administrative files such as incident reports, unusual occurrences, staff injury accident reports, Peer review and physician profiles and others as directed.
  4. Process all new credentialing applications and reappointments, keep tracking system current and updated and maintain credentialing files of current practitioners with clinical privileges. Access the OMIG and OIG websites as required.
  5. Ensure appointment and reappointment documents are submitted as per policy and if not received, notify supervisor after the second request and by the end of the second month.
  6. Track documents for expiration (i.e. License renewal, malpractice, etc.), and due dates for reappointments.
  7. Answer telephone and direct calls appropriately.
  8. Process all internal and external audits and reports as directed.  
  9. Treat all patient information as strictly confidential, both in written documentation appointment books, papers, medical records, and spoken (telephone, waiting room area, with other persons.)
  10. Complete data entry into databases, i.e. patient satisfaction surveys, physical data base, and as directed. 
  11. Perform weekly inventory of all kitchen, office, and other supplies. Order supplies as requested within time frame established.
  12. Reconcile all supplies with PO’s and send them to the business office.
  13. Provide administrative support to Director, Assistant Director and other administrative staff as requested. 
  14. Ensure input of all SDS sheets and update as necessary the information in the data base and communicate status of delay in updates. Provide updates of SDS data entry at each supervision meeting.
  15. Complete vouchers for all contracted staff and send them to the business office as directed. Conduct all other payroll duties as directed.
  16. Maintain dental referral log as well as gather and release medical and dental records as requested to other providers while ensuring all protected health information released is done so according to federal and state standards and according to NDHC policy and guidelines.
  17. Provide support to Receptionists and Medical Department as needed.

Disclaimer – The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification.  They are not intended to be construed, as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Liberty reserves the right at its sole discretion to amend its policies, programs and/or guidelines, including the contents of this job description, at any time without prior notice.  A candidate’s rate of pay is based upon a consideration of several factors which may vary based upon the position.  These factors may include education, prior work experience, licenses, certifications and labor markets.  In addition to your pay, Liberty cares about you and invests in you as a team member, so that you can take care of yourself and your family.  Liberty offers eligible team members and their dependents comprehensive health benefits and programs, which may include, medical, dental, vision, life insurance, 401k and more, to help you and your family take care of your whole selves.   

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