"Secretary III"

Position Summary

Rutgers, The State University of New Jersey, is seeking a Secretary III for its Extramural Clinics within the Rutgers School of Dental Medicine (RSDM).

Under direction, the Secretary III acts as Secretary/Receptionist and schedules patient appointments within the Office of Clinical Affairs and Extramural Clinics.

Essential Duties and Responsibilities

• Receives patients and visitors on a Federal and State level, University Officials, faculty, students, and sales people with or without appointments in a cordial and professional manner.
• Answers telephones, screens calls, transfers to proper extensions, locates faculty, staff and/or students and/or relays messages to members of the Office and/or Centers.
• Uses intercom to relate to and from offices in regard to students, residents or patients.
• Responsible for maintaining schedule book for Clinic.
• Files alphabetically all patient charts after they have been entered on computer.
• From the dental software program, enters, stores, manipulates and retrieves chart information on computer for all patients assigned daily.
• Responsible for assembling and preparing charts for students and/or providers.
• AssistS the Dental Director and CODE Director with the preparation of reports for the Dean's Office.
• Block the appointment scheduler for students, faculty and providers for lectures or time off requests as instructed by the Dental Director.
• As an Intake person, implements patient registration, billing, account review and other procedures for the day-to-day management of patient's accounts.
• Assures that patients who have appointments with the doctors are seated and that all Dental Assistants are notified of the patient arrival.
• Instructs patients on completion of charts, books appointments, write receipts for payment and reschedules next appointment for patients.
• Schedules patient appointments, makes confirmations and telephones the night before appointment, records disappointments and cancellations.
• Establishes and approves method of payment (Sliding Fee Scale).
• Verifies Insurance Eligibility for all patients
• Pulls charts for patients each day and distributes them to the proper students, faculty and providers.

Minimum Education and Experience

• Graduation from an accredited program in secretarial studies plus two (2) years of full-time secretarial experience. An additional year of experience is required in lieu of the secretarial program.
• Applicants who have passed the Certified Professional Secretary Exam may count it toward an accredited program in Secretarial Studies or as one (1) year of full-time secretarial experience.
• College credits may be substituted on a year-for-year basis for secretarial experience. A maximum of sixty (60) credits or two (2) years may be substituted for two (2) years of secretarial experience.

Physical Demands and Work Environment

PHYSICAL DEMANDS:

• Moderate physical effort (lift/carry up to 10 pounds).
• Frequently prolonged sitting and data entry.
• Frequently talks and listens to people on the telephone, and intermittently walks, bends stretches, pushes and pulls.

WORK ENVIRONMENT:

• Generally pleasant working condition in a clean, well-lighted, quiet to moderately loud setting.