[Remote] Clinical Secretary

Note: The job is a remote job and is open to candidates in USA. Yale University is seeking a Clinical Secretary to provide comprehensive clinical scheduling and high-level administrative support. The role involves managing patient interactions, scheduling appointments, and maintaining accurate patient records using the EPIC scheduling system.

Responsibilities

• Answers telephone calls and assess urgency of call. Provides assistance or directs caller to appropriate person, contacting physician/nurse directly for urgent needs. Provides assistance to other receptionists in screening patient calls
• Provides specialized information related to section, policies, procedures, insurance and services. Assists patients with the completion of forms
• Builds monthly provider master schedules and clinic calendars from established sources and verifies provider sessions worked. Modifies master schedules to accommodate time off, extra patients, hospital emergencies, etc. Creates patient bump lists as necessary due to last minute provider call outs
• Schedules patient appointments and resolves scheduling conflicts. Notifies patients of changes/cancellations and prioritizes urgency of appointments for rescheduling. May schedule patients into clinical research studies
• Receives patients and visitors. Secures names and needs and directs accordingly. Updates patient information and verifies insurance information, level of services and tracks referrals when necessary. Initiates billing process by completing patient encounter forms and accepts and processes fee for service payments
• Books diagnostic tests and specialized appointments for patients at hospitals and other medical facilities and ensures patients are provided with necessary paperwork and specialized instructions for procedures
• Schedules surgical procedures for patients. Coordinates available dates for surgery and scheduling of pre and post operative exams and lab work. Obtains and distributes necessary paperwork and maintains system to track completion. Coordinates surgery schedule changes as necessary
• Schedules and coordinates departmental meetings, classes, clinics, conferences, etc
• Utilizes computer input and retrieve data. Merges and manipulates data to generates complex reports. Compiles and maintains clinical and patient statistical data and produces summaries and reports
• Keyboards correspondence, clinical information, reports, publicity material, educational handouts etc. Composes general written material
• Obtains patient charts, medical records and lab reports and verifies for completeness
• Sorts, screens and distributes incoming mail. Prioritizes and ensures completion of medical forms by clinical staff. Coordinates interdepartmental communication including distribution of medical records and reports
• Establishes and maintains filing systems
• Maintains inventory of office supplies and educational material
• May oversee and instruct support staff. Ensures adequate coverage of reception desk
• Performs additional functions incidental to office activities

Skills

• Demonstrated excellent customer service skills with strong verbal and interpersonal communication, capable of interacting professionally with patients, providers, and staff
• Strong attention to detail and timeliness, able to handle multiple tasks and prioritize effectively in a fast-paced environment
• Proficiency in EPIC or similar EMR systems, with experience in scheduling and patient information management
• Effective listening skills and the ability to accurately assess and direct inquiries, with professional telephone etiquette
• Ability to use sound independent judgment and critical thinking to manage patient interactions and resolve issues effectively
• Four years of related work experience, two of them in the same job family at the next lower level, and a high school education; or two years of related work experience and an Associate degree; or an equivalent combination of experience and education
• Knowledge of medical terminology and previous experience in a medical office or call center, especially in high-volume settings
• Spanish-speaking proficiency is advantageous for communicating with a diverse patient population
• Experience with additional software, such as Microsoft Excel and multi-line telephone systems, is beneficial
• Experience in specific medical fields like oncology, cardiology, or dermatology, and familiarity with specialized EPIC modules like Cadence
• Demonstrated ability to adapt to different clinical areas, manage high call volumes, and learn new procedures and technologies quickly

Company Overview

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