SECRETARY I (Pre-Cert/Prior-Auth)

Pinehurst Surgical Clinic   Pinehurst, NC   Full-time     Administration / Clerical
Posted on March 11, 2023
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The Secretary I perform clerical tasks ensuring a smooth and efficient department flow. They may perform some or all of the categories of tasks contained in this position description. They provide support to a department or to the primary secretary assigned to a physician.


Accountable to Department Manager


  1. Answer telephones/Process faxes
  2. Promptly answer the telephones using approved scripting
  3. Provide assistance to patients
  4. Task all clinical questions to physicians or clinical staff per clinic policy
  5. Utilize instant messaging or other department communication method to immediately contact clinical personnel with urgent requests
  6. Return all phone calls within one business day; urgent calls immediately
  7. Provide accurate messages to all staff and task physicians with referring physician requests
  8. Process incoming faxes and send out faxes as needed daily


  1. Register New Patients and Schedule Appointments
  2. Enter or verify demographic and insurance information
  3. Use ihealth task to register patient if info is received from patient portal
  4. Process incoming referrals based on clinic and department policy
  5. Assess whether a referral from the primary is necessary based on patient insurance
  6. Assure the patient's insurance has a contracted insurance carrier
  7. Schedule the appointment
  8. Provide the patient directions and any needed information to prepare them for the appointment
  9. Send note to the patient and referring physician for patients who don't show up
  10. Make note in patients chart for patients who cancel their appointments


  1. Complete Pre-certifications
  2. Accurately complete the benefit form
  3. Contact the insurance carrier on-line or by phone
  4. Task the benefit form to the financial counselor and if the patient is present, escort the patient to the financial counselor


While performing the duties of this job, the employee is required to have ordinary ambulatory skills sufficient to visit other locations; and the ability to stand, walk, stoop, kneel, crouch, and manipulate (lift, carry, move) light to medium weights of 10-50 pounds. Requires good hand-eye coordination, arm, hand and finger dexterity, including ability to grasp, and visual acuity to use a keyboard. The employee frequently is required to sit, reach with hands and arms, talk and hear.


  1. Associates degree in medical office administration or technology
  2. Two years experience in a medical setting
  3. Experience with ICD- 10 and CPT-4 coding
  4. Experience with Microsoft Office Suite


  1. Strong interpersonal abilities
  2. Well organized
  3. Maintains confidentiality
  4. Service orientation
  5. Ability to relate sensitively to patients