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Hackensack Meridian Health Secretary III -Occupational Health in Iselin, New Jersey

Secretary III -Occupational Health

HMH HOSPITALS CORPORATION Iselin Requisition #2022-115812 ShiftDay StatusFull Time with Benefits Weekend WorkNo Weekends Required HolidaysNo Holidays Required On CallNo On-Call Required Shift HoursVaries Address740 Route 1 North, Iselin, 08830

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How have you impacted someone's life today? At Hackensack Meridian Health our teams are focused on changing the lives of our patients by providing the highest level of care each and every day. From our hospitals, rehab centers and occupational health teams to our long-term care centers and at-home care capabilities, our complete spectrum of services will allow you to apply your skills in multiple settings while building your career, all within New Jersey's premier healthcare system.

The Secretary III assists Managers and/or Supervisors and staff to communicate information essential to the routine daily operation of the department in an effective interdisciplinary collaborative manner to enhance customer satisfaction. Performs business functions in a multi-skilled environment, utilizing standard office equipment and basic software applications to provide services.


A day in the life of a Secretary III at Hackensack MeridianHealthincludes:

  • Administrative: Work with Manager of Donor Relations, and assists the Annual Giving Officer, Finance Coordinator and Manager of Central Services, making all arrangements for meetings, conferences, and seminars. Coordinate mailings for both foundations. Maintain accurate filing systems. Prepare correspondence, letters, reports, and assume responsibility for the accuracy and completeness of all materials. Provide administrative support at special functions (may include early morning or evening schedules). Ability to assist donors/callers with general information relative to the Foundations. Provide back-up support to other Foundation members as needed. Maintain Women┬┐s Philanthropic Fund rosters and provide light administrative support as needed. Prepare daily deposits for gifts received for Meridian Health Foundation.

  • Appointment Scheduling: Appointments are made within departmental guidelines. Urgent requests or inability to provide a slot within the time frame request are referred to the Site Manager promptly.

  • Clerical support: Provides clerical support as needed, makes copies, files as per work requested.

  • Office Policy. Telephones Are Answered Within Three Rings; Calls Are Placed On Hold Appropriately; Identifies Themselves And The Practice; Doesn'T Leave Phones Unattended. Records Complete Written Messages Legibly, Including The Full Date (Mm/Dd/Yyyy), And Their Signature. Ensures That Messages Are Delivered And Followed Up On In A Timely Manner. Schedules Appointments As Per Office Protocol.

  • Customer Service: Greets Patients And Visitors In A Prompt, Courteous And Helpful Manner. Smiles, Making Patients/Visitors Feel Welcome And Important; Makes Direct Eye Contact; Assists Patients With Sign In Process; Responds Promptly To Patients' Needs, Including Assisting Them With Form Completion; Monitors Flow In Waiting Areas, And Makes Patients Aware Of Delays. Addresses Patients By Name, E.G., 'Good Morning Mr. Jones'.

  • Data collection: Assists staff in completion of paperwork. Collects data and appropriate information for department pay period and month end reports. The information is collected and communicated to the staff in a clear and concise manner. Questions are answered or directed to the appropriate source.

  • Data Entry & Charge Posting (electronic-SYSTOC): Data entry/posting charges and payments for all employees treated by the department within the departmental procedure time frame. Benchmark for collections on 30% -40% collected within 0-60 days. 8. Refers to the company profiles to ensure correct billing information. Updates information whenever changes are found and communicates to bill new information.

  • Donor Files: Hard copy and electronic files are accurate and up-to-date and made available upon request.

  • End-of-month reports and pledge reminders.: Assists in producing end-of-month reports for corporate finance by the 5th of the month. Generate pledge reminders one month prior to payment due date. Mail reminders by the 15th of the month. Produce Past Due Pledge Reports monthly.

  • Filing: Filing is performed with 98% accuracy in alphabetical order within the week of services or receipt of correspondence.

  • Financial Support: Assists With The Financial Responsibilities Including: Keeps Abreast Of Reimbursement And Billing Procedures; Accurately Verifies Information On Audit Journal; Prepares Bank Deposits And Credit Card Batches; Signs And Dates Completed Daily Cash Receipts Log And Summary And Verifies And Signs Off On All Money Collected. These Tasks Are Completed With Accuracy, Timeliness, And With Little Or No Supervision. Ensures That Collected Monies Are Stored Safely According To Practice Protocol.

  • General Departmental: Answer Foundation telephones promptly, take detailed messages or direct calls to appropriate person. Distribute mail as required. Provide back up to other administrative Foundation personnel. Perform related duties as assigned

  • General Responsibilities: Provides assistance with Foundation telephone coverage when needed. Answer Foundation telephones, takes messages, directs to voice mail or to appropriate person. Messages are complete, accurate and answered with finesse and courtesy. Provides assistance with Foundation mail responsibilities when needed. Provides assistance when needed for Foundation special events and projects.

  • Gift processing and donor records: Work with staff to maintain an accurate tracking system for gifts. Perform data entry of gift and biographical information into the donor software. Prepare and mail donor and honor/memorial thank you letters within 48 hours of receipt 95% of the time. Prepare Cash Receipt and Account Distribution Journal Reports, and back up computer system daily.

  • Handles special assignments and projects as assigned: Assignments are completed as directed, error free and within the appropriate time constraints. Consistently demonstrates the ability to work independently

  • Medical Record Preparation & Review: All Medical Records are prepared with required paperwork prior to the appointment time. Any required information is communicated to the appropriate party in a prompt, accurate manner. Reviews record upon completion of the visit and ensures all required documentation is complete and communicated to the proper parties.

  • Office operation: Takes a pro-active role in facilitating the smooth operation of the office. Consistently performs duties with little or no supervision. Displays resourcefulness in the completion of daily tasks and special projects.

  • Office Support: Displays cooperative interactions with others and accepts responsibility for what needs to get done. Cooperates with changing needs of the practice by shifting tasks as needed. Contributes to the overall effectiveness of the practice and is a team player who supports coworkers. Performs a broad range of assignments with efficiency and accuracy and in a positive manner. Manages process or procedure changes professionally and handles multiple assignments at the same time.

  • Patient Check-In & Check-Out: Checks In Patients; Consistently And Courteously Verifies And Obtains Required Demographic Information. (Date Stamp And/Or Copy Insurance Card At Each Visit; Collect Copayment; Verify Insurance Eligibility); Ensure Appropriate Referrals Are Obtained (Specialty Offices); Ensure Patient Completes Appropriate Paperwork Including But Not Limited To Face Sheet, Abn, And Hipaa Forms; Accurately Enter Patient Demographic Information In Billing/Computer System. All Aspects Of The Check Out Process Are Completed Accurately And Timely, And In A Friendly Manner. Reviews Charge Slip; Posts Charges/Payments Into System; Schedules Future Appointment(S) Process.

  • Patient Satisfaction: Promotes Patient Satisfaction Through Demonstrated Commitment To Providing Excellent Service By Interacting In A Friendly, Helpful Manner. Communicates Potential Patient Satisfaction Issues To The Manager. Keeps Informed Regarding The Practice'S Performance On Patient Satisfaction Surveys And Works To Improve Overall Satisfaction.

  • PATIENT SCHEDULING: Surgeries are scheduled in a prompt, courteous, and helpful manner, and the schedule is maintained without conflicts and/or delays. The patient and their insurance information is logged, the insurance company is contacted for verification of coverage and benefits, precertification is obtained, surgery appointments are coordinated with physician's calendar, and changes in the schedule are adjusted as needed. Appointments and surgical preparation information are communicated to and confirmed with patients.

  • Phone support: Provides phone support, relays messages to the appropriate party, and takes messages as needed. Phone is answered within three rings and in a courteous manner. Accurate and complete phone messages are taken.

  • PRE-OPERATIVE PROCEDURES: Ensures Pre-Op procedures are followed with consistency, including: completion of surgical package (including completion of consent forms and distribution to appropriate departments), schedule pre-surgery appointment with physician, ensure and coordinate medical clearance as needed, and coordinate PAT appointments.

  • Reception: Employees are greeted promptly upon arrival with a friendly receptive greeting. Other members of the department are notified of the arrival to facilitate the process for the employee.

  • Record Maintenance: Maintains Efficient And Accurate Filing And Record Maintenance System. Assembles New Patient Folders And Retrieves/Returns Records According To Protocol

  • Regular Blackbaud Database Maintenance: Works with Medical Staff office to maintain accurate records of Medical Staff home and office addresses for 3 hospitals. Checks obituaries daily to update database records.

  • Regulatory requirements: Ensures all necessary paperwork is submitted, compiled, and filed.

  • Special projects.: Generate simple donor reports and donor lists as necessary within 24 hours of request. Generate simple accurate mailing labels as necessary within 24 hours of request. Assist in the creation of a Foundation Procedures Manual.

  • Staff assistance: Provides staff assistance as needed in a courteous and efficient manner. Shows good judgment, independent thinking and good time management skills.

  • Team Leader: Serve as team leader insuring other business associates understand acknowledgement process; serve as troubleshooter when necessary for data processing. Train other business associate to identify appropriate coding for acknowledgement and batch process. Oversee daily work flow, including delegation of batch postings.

  • Technical Support: Create queries, reports, and maintain donor records within BlackBaud system. Utilize exported data to create merged documents.

  • Telephone: Telephone calls are answered promptly with a greeting that identifies name and the department. Calls are screened and messages are taken and recorded accurately.

  • Time & Attendance: Adapts work schedule to meet the needs of the practice and works additional hours as requested to maintain adequate coverage for the practice. Willing to cross cover. Clocks in at designated start time. Manages time efficiently to prevent unapproved OT. Makes good use of down time.

  • Time records: Prepares and maintains the department time reports for all staff. Payroll is prepared in a timely and accurate manner.

  • Other duties and/or projects as assigned.

  • Adheres to HMH Organizational competencies and standards of behavior.


Education, Knowledge, Skills and Abilities Required:

  • Excellent written and verbal communication skills.

  • Proficient computer skills that may include but are not limited to Microsoft Office and/or Google Suite platforms.

    If you feel that the above description speaks directly to your strengths and capabilities, then please apply today!

Our Network

Hackensack MeridianHealth(HMH) is a Mandatory COVID-19 and Influenza Vaccination Facility

As a courtesy to assist you in your job search, we would like to send your resume to other areas of our Hackensack Meridian Health network who may have current openings that fit your skills and experience.

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