DEPARTMENT SECRETARY (FT)

Riverside Healthcare is seeking a detail-oriented and proactive Home Health Department Secretary to provide essential administrative support within our home care department. The Secretary will coordinate office communications, manage telephone and message routing, and assist in the smooth operation of both field and office activities. This role is crucial for ensuring efficient communication and operational support to enhance patient care and departmental efficiency.

Essential Duties

• Communication Management: Answer and screen incoming calls, making decisions to transfer calls, send them to voicemail, or contact the appropriate staff member. Coordinate messages through pages, voice mail, email, and written or verbal communication.
• Visitor Interaction: Greet and direct visitors in a courteous and respectful manner.
• Mail Processing: Process departmental mail accurately and promptly.
• Typing and Documentation: Type letters, forms, and maintain files using MS Office applications. Update telephone and Disaster Call lists.
• Supply Management: Ensure timely and accurate fulfillment of field staff supply orders, maintaining inventory control of medical, surgical, and office supplies. Update the supply inventory in the electronic system and educate field staff on supply ordering procedures. Ensures that department forms and admission packet supplies are in sufficient supply ordering supplies as needed.
• Report Preparation: Assist the department director in preparing departmental reports for internal and external sources.
• Budget Monitoring: Monitor departmental spending and maintain the budget for the director.
• Medical Records: Enter and audit patient registration information and orders in the home care electronic system. Ensure accurate management of medical records.
• Eligibility Verification: Verify Medicare/Medicaid eligibility at referral and admission through electronic verification systems.
• Administrative Support: Provide backup for insurance benefit verification and registration, process monthly mileage and cell phone reimbursement for staff.
• Demonstrates flexibility with assignments within professional scope/duties/licensure

Non-essential Duties

• Event Coordination: Assist with organizing departmental meetings or events as needed.
• Inventory Management: Support with tracking and managing inventory levels of office supplies.

Required Experience

• Proven secretarial skills including typing, bookkeeping, word processing, computer, and general office skills.
• Proficiency in MS Office applications and general office procedures. Strong organizational skills with attention to detail.
• Excellent verbal and written communication skills for effective interaction with staff, patients, and external parties.
• Experience with electronic health records (EHR) systems and supply management software

Required Licensure/Education

• High School diploma or equivalent required.
• Valid drivers license and personal auto insurance.

Employee Health Requirements

Exposure/Sensory Requirements:

Exposure to: 

• Chemicals: Refer to MSDS Sheets 
• Video Display Terminals: Extreme 
• Blood and Body Fluids: Minimal potential due to very restricted direct patient contact. 
• TB or Airborne Pathogens: Minimal potential due to very restricted direct patient contact.

Sensory requirements (speech, vision, smell, hearing, touch): 

• Speech: Required to communicate with physicians, patients, staff and hospitals. 
• Vision: Needed to see MIS display, graphic lines for documentation, read printouts of reports, names on charts and forms. 
• Smell: Needed for electrical/fire safety, detect presence of ETOH on patients and visitors. 
• Hearing: Needed for telephone communication, hear intercom system from patient rooms and front door. 
• Touch: Required to manipulate and operate office equipment and tools. 

Activity/Lifting Requirements

Percentage of time during the normal workday the employee is required to: 

• Sit: 68% 
• Twist: 10% 
• Stand: 20% 
• Crawl: 0% 
• Walk: 10% 
• Kneel: 2% 
• Lift: 5% 
• Drive: 2% 
• Squat: 5% 
• Climb: 1% 
• Bend: 5% 
• Reach above shoulders: 2%

The weight required to be lifted each normal workday according to the continuum described below: 

• Up to 10 lbs: Frequently 
• Up to 20 lbs: Occasionally 
• Up to 35 lbs: Occasionally
• Up to 50 lbs: Not Required 
• Up to 75 lbs: Not Required 
• Up to 100 lbs: Not Required

Describe and explain the lifting and carrying requirements. (Example: the distance material is carried; how high material is lifted, etc.): 

Carry records from place to place, waist high approx 10-15'. Lift supplies from floor to cabinets, about 3-4'. Lift/carry supplies from utility rooms to counter and office. Carry stacks of chairs waist high approx 5-15'. In an emergency, could be required to carry a fire extinguisher down/up 3 flights of stairs and several hundred yards. 

Maximum consecutive time (minutes) during the normal workday for each activity: 

• Sit: 120 
• Twist: 10 
• Stand:30 
• Crawl: 0 
• Walk: 10 
• Kneel: 5 
• Lift: 2 
• Drive: 0 
• Squat: 5 
• Climb: 1 
• Bend: 15 
• Reach above shoulders: 2 

Repetitive use of hands (Frequency indicated): 

• Simple grasp up to 10 lbs. 
• Normal weight: 5- 10#occasionally 
• Pushing & pulling Normal weight: 5-100# 
• Fine Manipulation: Writing and computer keyboard.

Repetitive use of foot or feet in operating machine control: None  

Environmental Factors & Special Hazards: None

Environmental Factors (Time Spent): 

• Inside hours: 8 
• Outside hours : 0 
• Temperature: Normal Range 
• Lighting: Average 
• Noise levels: Average
• Humidity: Normal range
• Atmosphere: 

Special Hazards: Mechanical-VDT display and numerous outlets. 

Protective Clothing Required: None