Secretary-Inpatient Unit - Sylvester

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The University of Miami has an exciting opportunity for a Secretary at Sylvester Comprehensive Cancer Center.

CORE JOB FUNCTIONS:                                                                                                          

• Answers telephone, screens and routes calls to appropriate destination, recording accurate messages when necessary.

• Greets staff and visitors, and announces arrival to appropriate staff.

• Performs administrative tasks such as filing, typing, and copying documents.

• Schedules appointments and ensures the office calendar up-to-date.

• Arranges meetings, to include any required catering needs for the meeting, and handles travel arrangements.

• Provides general information about department operations.

• Compiles information in order to assist department leadership in managing the budget and inventory.

• Orders supplies for the department as needed. Adheres to University and unit-level policies and procedures and safeguards University assets.

Department Specific Functions:

• Completes NICE Call Center training.

• Completes Uchart Ambulatory scheduling training.

• Knowledge of the various systems: Uchart, UImaging and TEAMS app if applicable

• Adheres to NICE Call Center schedule and assures calls are handled in a timely manner.

• Answers telephone in a professional and diligent manner, returns calls and follows up accordingly

• Manages and schedules the following:

• Clinic/telehealth follow ups, new and existing infusions

• Completes provider requests to schedule an established patient promptly and reply when task is completed.

• Able to convert appointment to TH or in-person visits

• Assists with scheduling NEW patient appointments by referring to UConnect team

• Communicates with Uconnect when requesting to open new schedule slots.

• Documents any scheduling or re-scheduling information in the patient medical record.

• Sends Uchart message to patients when requesting copy of appointment.

• Able to communicate with patients via UChart as per protocol.

• Triages patients’ phone calls and routes messages to clinical care providers as deemed appropriate

• Communicates with RNs and providers when needed regarding patient care or concern.

• Manages in-basket requests

• Manages e-faxes and scans them into appropriate patient chart

• Request and obtain prior authorizations for diagnostic testing and labs as indicated.

• Obtains medical records as per MD requests.

• Acts as an intermediary to facilitate services as needed with other departments to coordinate appointments and diagnostic testing appointments

• Maintains data in spreadsheets to keep track of patients’ continuum of care

• Takes inventory of office supplies and submits list of necessary items that need to be ordered to the supervisor.

• Practices universal precautions per policy.

• Handles all emergencies adhering to hospital policy in a timely and competent manner always putting patient’s safety and well-being first.

• Flexible work schedules will apply and will be based on operations.

• Reports broken equipment and enters work orders for repair.      

• Attends staff meetings and in-services

• Covers peers when assigned

• Performs other duties as assigned

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS                                                                                                         

Education:

High school diploma or equivalent

Experience:

Minimum 1 year of relevant experience

Knowledge, Skills and Attitudes:

• Ability to accurately prepare and maintain records, files, reports and correspondence