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Senior Department Secretary - Princeton Wellness Center

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Job ID: 159337
Category: Clerical/Administrative
Work Type: FT
Location: Princeton, NJ, United States
Work Schedule: Full Time, Day Shift, 40 Hours Per Week

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Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?


  • Provide senior level support and coordination to ensure smooth operation of clerical functions forPhysical Medicine and Rehabilitation at our Princeton Wellness Center.May oversee large projects, including billing functions and word processing. Maintain and order supplies. Works without direct supervision.


  • Order supplies as requested. Anticipate office needs and orders accordingly. Maintain office machinery, calling for repairs when necessary.

  • Act as the intermediary between PFS (patient Financial Services) and the Secretarial staff of the OP Rehab Network, processing billing issues and addressing denials that need to be corrected by the secretarial staff.
  • Coordinate and train staff on the building of schedules in QES (Scheduling program) as well as verify pay period payroll entries for OP Rehab facilities.
  • Attend meetings and training sessions on information regarding the billing, insurance, and payment aspects of the OP Rehab Network, as necessary.
  • Train all Secretarial staff and any staff with front desk responsibilities on the processes for that position.
  • Involved in the ongoing training of current front desk employees.
  • Directly involved in assisting the clinic managers with the interview process and selection of new hires (department secretaries) as requested by the clinic manager.
  • Performs a multi-rater performance review for department secretaries or other front office employees as requested by the clinic manager.
  • May oversee the process of billing of charges for outpatient services at assigned site. Audit billing for accuracy.
  • Maintain files in accordance with department procedure.
  • Answer telephone calls in a prompt, courteous and helpful manner. Screen all calls. Route calls appropriately.
  • Take messages accurately and relay messages promptly.
  • Greet patients and visitors, ascertain needs and respond appropriately as directed by policy and procedures.
  • Perform word processing tasks as assigned, including large and, at times, confidential documents. Create and modify forms as requested.
  • Verify health benefits for all levels of care for each scheduled patient and/or obtain pre-certification for treatment or coordinate these activities with other staff assigned to this task.
  • Review admission paperwork with patient/guardian and ascertain patient and/or guardian signatures for program admission.
  • Order supplies as requested. Anticipate office needs and orders accordingly. Maintain office machinery, calling for repairs when necessary.
  • Support customer service and performance improvement goals of the department; collaborate with other caregivers/staff, within and outside the department, to develop means of enhancing patient care and service.
  • Maintain standards of confidentiality.
  • Participate in unit compliance as related to established standards.
  • Other duties and projects as assigned.
  • Attends a monthly managers meeting as requested by the clinic managers and director.

Education or Equivalent Experience:

  • H.S. Diploma/GED (Required)
  • Five years previous experience in clerical and/or reception duties is preferred.
We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

Live Your Life's Work

We are an Equal Opportunity and Affirmative Action employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.

   Current UPHS employees must apply HERE
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