Unit Secretary

This is a front desk position working with clients and other office staff. Primary duties include answering calls, scheduling and checking in clients for appointments, and entering demographic information into the EHR system.

• Provide front desk coverage.
• Greet clients in a courteous and professional manner, providing them any assistance needed.
• Ensure each client signs in on the sign-in sheet each visit.
• Admits clients proficiently into the EHR system by entering demographic, insurance and financial information and hospital discharges, walk-ins and referrals.
• Verify and update insurance and address changes during each visit.
• Register new and update existing clients’ demographic and financial information.
• Complete insurance claim forms for services and obtain appropriate signatures on all insurance claim forms.
• Use computer software to make and reschedule appointments.
• Confirm appointments for the next day.
• Prepare, pull, and file charts for appointments for the following day.
• Prepare encounter (superbill) forms for doctors and review for correctness and legibility.
• Responsible for insurance referrals.
• Prepare records requests on clients for next day appointments.
• Review client chart for accuracy and completion.
• Assist with correction of chart deficiencies noted in administrative/clinical reviews.
• Assist with State Reporting.
• Answer telephone calls, take messages, and return calls.
• Balance money and receipts at the end of each business day and submit to supervisor by the next business day.
• Pick up and distribute mail to assigned staff.
• Prepare and handle all outgoing mail.
• Provide front desk and call center coverage for all Carastar facilities when needed.
• Responsible for keeping the reception area and waiting rooms clean and organized.
• Maintain stock of office supplies.
• Perform other related duties as requested by supervisor.

• Working knowledge of medical office practices.
• Ability to work independently or with a group.
• Familiarity with principles and practices of medical records.
• Excellent interpersonal skills and ability to communicate in a courteous manner with all persons, both in person and in writing.
• Ability to relate well to the public, in person or on the telephone, in a pleasant manner.
• Ability to work in a fast-paced work environment.
• Reliable transportation and willingness to work at any Carastar facility as needed.
• Basic computer and typing skills.

• High School or GED from an accredited institution.
• Additional coursework in secretarial business practices, typing, or computer and office equipment preferred.
• Must hold and maintain a valid driver’s license and maintain a driving record that is acceptable to Carastar’s insurance carrier.
• Must maintain at least liability coverage on personal vehicles.