Job Abstract

Posting Summary:

The Edward D. Mysak Clinic for Communication Disorders within the Department of Biobehavioral Sciences, is seeking a Clinic Secretary to provide clerical assistance to the daily clinic operations, students, and staff. Reporting to the Clinic Director, the Clinic Secretary will be responsible for ensuring the smooth operation of the office operations of the Clinic including, but not limited to, receiving clients and visitors, answering telephone calls, and delivering telephone messages efficiently to and from clients and staff.

Job Summary/Basic Function:

Clerical and Scheduling Duties:

• Communicates with the general public when inquiries are submitted regarding clinical services
• Assist with the scheduling of new client evaluations, including the collection of intake forms and generation of charts for new clients
• Maintain scheduling of clients, clinicians, and students for both evaluation and treatment
• Maintain client and student confidentiality per federal and state guidelines (e.g, HIPAA, FERPA)
• Receive and distribute Clinic mail on a daily basis
• Communicate with clients and visitors in a professional and friendly manner
• Answer telephone calls and check voicemail messages in a timely manner; and deliver telephone messages to Clinic team efficiently
• Respond to e-mail messages in a timely, professional and friendly manner
• Maintain Titanium electronic medical records (EMR) system
• Maintain inventory of the necessary office forms and supplies.
• Maintain any departmental tracking logs.

Billing and Ordering:

• Manages clinic revenues by completing direct client billing; monitoring accounts receivables; and initiating payment reminders
• Maintains office supplies and inventory by checking stock; anticipating needs; placing and expediting orders; and verifying receipt
• Orders food and supplies for ad hoc Clinic meetings and events

Clinic Operations:

• Maintains communication with outside departments (e.g., facilities, CIS, Purchasing, Duplicating, TC Catering, Business Services) as needed for efficient operation of the Clinic
• Assists with the maintenance of the Clinic and student room (e.g., cleanliness, neatness, room organization)
• Maintains Clinic technology, including iPads and computers and coordinates with TCIT as needed for maintenance

Administrative Assistance for Clinical Education:

• Maintain off-campus affiliation agreement files, and tuition exemption submissions
• Maintain student and supervisor clinical hours, evaluations, and site information in CALIPSO
• Maintain digital assessments in Q Global and shares access information with students and faculty/staff
• Assist the Clinic Director with written communication to clients, students, off-campus supervisors, and off-site facilities
• Attend meetings and records meeting minutes as needed
• Attend professional workshops and trainings to keep up to date with changes in regulations and policies

Other duties as assigned

Minimum Qualifications:

• High School Diploma or equivalent
• 3-years recent full-time secretarial experience in a healthcare setting including experience with medical billing, knowledge of ICD-10 codes, CPT codes, electronic medical records (Titanium), and CALIPSO systems
• Proficient with MS Office (Word, Excel, and presentation software), E-mail, QuickBooks, and Internet use
• Strong time management and organizational skills
• Exceptional oral and written communication and interpersonal skills
• Customer service experience
• Ability to prioritize work
• Good judgment and the ability to work with minimal supervision.
• Ability to establish and maintain effective working relationships with other employees
• Ability to multitask, prioritize needs to meet required timelines.
• Analytical and problem-solving skills.

Preferred Qualifications:

• College Degree
• Bilingual (Spanish)
• Knowledge of federal and state guidelines for maintaining client confidentiality
• Ability to maintain professional composure in stressful situations
• Accurate and efficient typing skills
• Knowledge of advanced secretarial protocol and procedures (dictation, typing with accuracy, proofreading, filing), including written communication skills
• Ability to assist with creation of protocols for efficient office duties
• Knowledge of medical terminology

Salary Range:

$53,269

Work Modality:

Onsite