Administrative Secretary

Overview: Provides administrative support services primarily to the Executive Director of Occupational Health but also to the other Occupational Health staff.
Responsibilities: Answer multiple phone lines/transfer calls/take messages/check voicemail and take appropriate actions in a timely manner Schedule meetings at direction of Executive Director Schedule/reschedule clinic appointments per guidelines set by Executive Director Create new charts and update as needed Track and manage new hire data on excel spreadsheet Verify daily appointments correspond with charge slips for billing purposes Enter demographic, health, and immunization information into EHR Greet/receive visitors/patients to department in a courteous and timely manner and notify staff of their arrival Check-in and check-out patients, to include providing them with necessary forms and making follow-up appointments Update the status of each individual appointment in EHR and create an encounter Maintain adequate inventory of office supplies for department and order supplies as needed Reconcile data and prepare invoices for payment in One Source Procure.
Contact vendors as needed to resolve billing discrepancies Maintain adequate inventory of supplies for OH copier and water cooler and order supplies as needed.
Contact vendors as needed to resolve any issues Sort and verify reference lab charges by employee/resident/student/volunteer for Executive Director File records in charts after entering information into EHR Audit records for appropriate immunizations/lab titers/other medical information Provide occupational health records for students/residents/employees upon verification of proper request/consent process Design/revise forms as approved by Executive Director Prepare correspondence/reports as requested by Executive Director Post charges in OH Charge Access file and submit monthly or as needed Provide excellent customer service and maintain patient confidentiality at all times Obtain all pertinent records and tests relating to the current visit Provide administrative support to AOHSC and ICC (OH related committees) Perform other duties as assigned Qualifications: High school diploma.
Three (3) years of administrative or clerical office experience required.
At least two (2) years of experience in a doctor’s office/clinical setting.
Must have excellent computer skills.
Must be proficient in Microsoft Office software and preparing memos/taking minutes.
Must have experience with medical billing, healthcare recordkeeping, and scheduling.
Experience with Occupational Health Manager (OHM) preferred.
Must have excellent critical thinking skills, attention to detail, and the ability to multi-task in a fast-paced environment.
Must have experience answering multiple phone lines.
Location : Location: US-VA-Norfolk