Administrative Secretary - Occupational Therapy - Full Time 8 Hour Days (Non-Exempt) (Non-Union)

The Administrative Secretary supports coordination of daily operations for rehabilitation departments in collaboration with leadership and therapy providers. This position handles incoming and outgoing telephone calls. Establishes and maintains courteous, cooperative, service-oriented relationships with patients, the public and other members of the healthcare team. The Secretary also handles schedule coordination, completes intake communication, verifies insurance and obtains authorization for services, and schedules appointments for patients.

The Secretary works closely with the Director and the Therapy Clinical Supervisors. Handles confidential information. Responsible for composition, typing, proofing, and appropriate disseminating of a variety of materials e.g. correspondence, memos, reports. Preparation of special meetings, agendas and minutes. Schedules meetings and appointments for the Director and supervisors. Prepares statistical reports. Coordinates workload and supervises other secretaries as appropriate. Coordinates and integrates department services on intradepartmental, interdepartmental, and hospital wide levels. Plans for provision of services through provision of appropriate levels of qualified, competent staff. Policies and procedures are in place to support scope of practice. Completes all necessary processes to ensure timely billing for services; maintains patient data base and works closely with the USCUH Business office; prepares patients records and maintains them; prepares daily and monthly outpatient reports and routes them to the appropriate internal and external departments.

Essential Duties:

• Complete all typing assignments utilizing appropriate grammatical skills and proofreading on due dates.
• Oversees data entry of charges accurately in a timely manner. Will enter charges no later than the 3rd day of the patient discharge date.
• Assesses work impact and effectively assigns, coordinates and follows-up with clerical staff.
• Completes Compliance Checker for all outpatients before the deadline
• Schedules Outpatient evaluations and therapy appointments within 48 hours from the date of referral
• Ensures that patients are scheduled in accordance with Insurance Verification and scheduled for their fully authorized services.
• Collects statistical data on all outpatients. - Record of daily visits - Inputs patient data - Prepares weekly and monthly reports
• Maintains the telephone message center and communicates with the therapists changes in patient’s schedules
• Closes out all evaluations in Cerner in a timely manner
• Keep all therapy registry notebook up to date
• Distributes productivity reports weekly
• Completes monthly labor log report
• Invoices all contracted services (Norris) within 3 working days after the end of the month
• Reconciles all registry invoices in a timely manner
• Performs other duties and special projects, as assigned.

Required Qualifications:

• Req High school or equivalent

• Req 2 years Executive secretarial experience (preferably in a hospital setting or medical)

• Req Demonstrates effective problem solving skills.
• Req Must have high-level computer skills including Word and Excel.
• Req Organization/time management skills.
• Req Able to function independently and as a member of a team.

Preferred Qualifications:

• Pref Supervisory experience desirable.

Required Licenses/Certifications:

• Req Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)

The hourly rate range for this position is $22.00 – 34.18. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.