Rutgers, The State University of New Jersey, is seeking a Secretary I (Medical Secretary), for the Practice Management Services at the Rutgers Cancer Institute of New Jersey.
Provides secretarial/administrative support directly to clinical faculty and senior staff exercising confidentiality. Uses business software applications (e.g., word processing, presentation and spreadsheet) to prepare correspondence, reports, presentations, agendas, minutes, etc.; may prepare responses to routine correspondence and inquiries. Receives, screens, and directs incoming calls, patients, mail and email. Maintains files, records, calendars, arranges business travel, coordinates meeting arrangements and tracks expenses.
Among the key duties of the position are the following:
Screens calls and provides information in accordance with organizational policy. Receives and appropriately handles incoming correspondence, makes appointments, schedules meetings, and responds to inquiries. Ability to answer a high volume of calls promptly and in a courteous manner for a multidisciplinary disease teams. Meets telephonic benchmarks via an automated call distribution system as outlined by leadership teams.
Appropriately triages and clearly translates phone calls and other requests such as emails, portal requests, etc. to the appropriate individual. Confirms patient appointments.
Performs follow-up services for patients in a prompt and courteous manner, such as scheduling or canceling appointments and obtaining copies lab results or specialist reports. Files, scans, and maintains documents in the EMR. Proficient use of EMR to navigate and communicate patient and staff requests.
Ensures referring MD documentation is sent promptly.
Undertakes routine writing and editing assignments; generates correspondence for signature; maintains mailing lists.
Responsible for processing purchase orders, check requests, travel reimbursements and subscriptions. Ensures that expenditures are in accordance with allocation of funds and tracks that all payouts are completed.
Minimum Education and Experience:
Graduation from an accredited program in secretarial studies, plus four (4) years of full-time secretarial experience.
An additional year of experience is required in lieu of the secretarial program.
College credits may be substituted on a year-for-year basis for secretarial experience. Up to sixty (60) credits may be substituted for two (2) years of secretarial experience.
Required Knowledge, Skills, and Abilities:
Must have strong customer service, critical thinking and multitasking ability.
Must be able to keep abreast on current medical requirements relevant to their position, which includes maintaining patient confidentiality and abiding by all HIPAA and other regulatory requirements.
Must be dependable, flexible, and people-oriented.
Must be resourceful in analyzing work-related challenges and seeking out effective and efficient solutions.
Must have excellent oral and written communication skills and a highly professional demeanor in person and on the telephone.
Must be organized, detail oriented, and possess strong spelling, grammar, and proof-reading skills.
Must be computer literate with working knowledge of database and reporting tools such as Microsoft Word, Excel, Access and PowerPoint.
Demonstrated ability to work independently with little supervision in a fast-paced environment.
Must maintain confidentiality regarding work assignments.
Must be willing to work additional hours periodically for certain assignments.
Background in medical terminology is desirable.
Posting Number: 20ST1093
Location: Downtown New Brunswick
Internal Number: 116077
About Rutgers University
Rutgers, The State University of New Jersey, is a leading national public research university and the state's preeminent, comprehensive public institution of higher education. Rutgers is dedicated to teaching that meets the highest standards of excellence; to conducting research that breaks new ground; and to turning knowledge into solutions for local, national, and global communities. As it was at our founding in 1766, the heart of our mission is preparing students to become productive members of society and good citizens of the world. Rutgers teaches across the full educational spectrum: preschool to precollege; undergraduate to graduate and postdoctoral; and continuing education for professional and personal advancement. Rutgers is New Jersey's land-grant institution and one of the nation's foremost research universities, and as such, we educate, make discoveries, serve as an engine of economic growth, and generate ideas for improving people's lives.