Waiver Secretary Position Available In Iberia, Louisiana

Waiver Secretary 3.5 3.5 out of 5 stars 6400 W Hwy 90 Frontage Road, New Iberia, LA 70560 The Waiver Secretary is responsible for supporting the coordination of participant medical appointments, maintaining accurate and up-to-date records, and ensuring timely communication with healthcare providers and program staff. This position plays a key role in ensuring compliance with documentation requirements and assisting with the overall administrative flow of the waiver program.

Essential Job Duties and Responsibilities:

Appointment Coordination:

Verify upcoming medical appointments by Wednesday of the week prior. Enter all appointments into the designated calendar daily, ensuring all are entered by end of day. Contact medical offices to schedule follow-ups as indicated (e.g., emails flagged or bolded).

Document Management:

Open and process medical mail daily, forwarding medication denial forms (e.g., Tarrytown forms) as needed. Open, rename, and organize faxes daily, adding appropriate documents to the dictation folder. Scan and rename MARs monthly and send them to doctors at least one day before appointments. Scan and file various documents weekly (e.g., logs, bowel records, medication certifications). Maintain organized client folders and ensure all documentation is filed correctly.

Form and Record Tracking:

Make and distribute annual forms, track completion, and scan completed forms into the appropriate folder. Refer to the Waiver Client List to determine roommate(s) and print relevant MARs. Track and update the 90L Spreadsheet weekly.

Communication & Follow-Up:

Request and track office notes for appointments weekly and as needed. Notify Arc Waiver staff via email for rescheduled appointments and update the calendar accordingly. Send notifications to schedulers for any new appointments scheduled within the same week. Cancel appointments in both the calendar and internal tracking forms when necessary.

Administrative Reminders:

Keep all fax confirmation sheets for documentation purposes. Print and review two medical calendars weekly: One the week before appointments (to verify). One the Monday of appointment week (to request office notes). Log all communication attempts or updates with date and relevant details.

Additional Expectations:

Maintain confidentiality in all matters concerning participants and program documentation. Communicate clearly and professionally with internal teams and external providers. Organize tasks efficiently to ensure all duties are completed within required timeframes.

Other Duties:

This job description is not intended to be all-inclusive. Additional duties may be assigned by the RN or Program Director as necessary to meet the needs of the program. HS diploma and 1-2 years of administrative or clerical experience in healthcare or human services