Job Description Unit Secretary - Specialty Clinic Job Summary The Unit Secretary serves as the central administrative support person for CCMH Specialty clinic, facilitating efficient daily operations while promoting a positive, professional image for patients, families, staff, and visitors. This position is responsible for clerical coordination, patient scheduling, medical record management, communication support, and assisting providers with non-clinical workflow needs. The Unit Secretary ensures confidentiality, accuracy, and efficiency in all processes while supporting a collaborative, patient-centered environment.

ESSENTIAL FUNCTIONS 1.

Front OfficePatient Coordination Greets patients and visitors in a professional and courteous manner Answer and directs telephone calls promptly and professionally Schedules for new and follow-up appointments Confirms appointments and communicate scheduling changes Maintains orderly patient flow throughout the clinic day Assists with patient registration and demographic updates Collects and verifies insurance and contact information Communicates patient concerns or urgent needs to appropriate staff 2. Medical RecordsDocumentation Prepares and organizes patient charts prior to visits Ensures documentation meets established standards, policies, and protocols Files, scans, and indexes documents within the Electronic Medical Record (EMR) system Maintains confidentiality of all Protected Health Information (PHI) in accordance with HIPAA regulations Processes release of information requests according to policy Ensure charts are complete and properly closed following visits 3. OrderReferral Processing Enters provider orders into EMR accurately and timely Submits referrals to specialists, ancillary departments, and outside facilities Assists with insurance pre-authorizations for tests, imaging, and procedures Tracks pending referrals and test results Obtains outside medical records as requested by providers Communicates results and instructions to patients as directed by provider 4. AdministrativeOperational Support Assists providers with clerical needs during clinic sessions Maintains office supplies and coordinates reordering Assists with coordination of clinic forms and paperwork Supports clinic billing staff with documentation follow-up when needed Participate in quality improvement and process improvement initiatives Maintains a clean, organized, and safe workstation StaffTeam Responsibilities Demonstrates respectful, effective communication with patients and coworkers Works collaboratively in a small-team rural environment Utilizes appropriate chain of command for issue resolution Attend staff meetings as required Assists with orientation of new staff as directed Supports cross-training efforts to maintain clinic continuity Professional Responsibilities Completes annual competencies and required training Meets dress code standards and wears facility identification Reports to work on time and as scheduled Always maintains confidentiality and ethical conduct Represents the clinic in a professional and positive manner Performs other duties as assigned by supervisor or leadership within scope of training Assists with special projects and community outreach activities as needed

MINIMUM QUALIFICATIONS

High School Diploma or GED required Minimum 2-3 years clerical or medical office experience preferred Prior experience in a healthcare setting preferred Proficiency with EMR systems Knowledge of medical terminology Proficiency with standard office equipment Strong organizational and interpersonal skills Ability to manage multiple priorities simultaneously