Occupational Health Office Coordinator (Secretary III)

Hackensack Meridian Health; Toms River (NJ); On-site; USD 23,000 - 33,000; Full time

Job summary

Hackensack Meridian Health is seeking a Secretary III to provide comprehensive clerical support across teams within the organization. The role involves scheduling, document management, and EMR data entry to support care delivery and administrative operations.

The position requires strong communication skills, multitasking ability, and reliable transportation. Team members work collaboratively to ensure accurate information flow and timely processing of records and requests.

Qualifications

• High School diploma or GED required; equivalent experience acceptable.
• Strong problem solving, organizational and multitasking abilities.
• Reliable transportation is required.
• Excellent written and verbal communication skills; proficiency with standard office software.

Responsibilities

• Provide clerical support to the department, including ordering supplies, answering phones, scheduling, and records management.
• Interact with team members from various departments and external clients.
• Schedule appointments and manage calendars per guidelines.
• Enter data accurately into EMR and related systems; verify information when needed.
• Process and route documents to insurance and external entities; maintain records.
• Screen and greet visitors, manage emails, and handle routine communications.

Skills

Communication skills

Problem solving

Multitasking

Reliability

Education

High School Diploma / GED

Tools

Microsoft Office

Google Suite

Job description

Overview

Our team members are the heart of what makes us better.

At Hackensack Meridian Health we help our patients live better, healthier lives — and we help one another to succeed. With a culture rooted in connection and collaboration, our employees are team members. Here, competitive benefits are just the beginning. It’s also about how we support one another and how we show up for our community.

Together, we keep getting better - advancing our mission to transform healthcare and serve as a leader of positive change.

The Secretary III, OH performs a wide variety of clerical duties in support of Team Health and network operations. Coordinates departmental activities through effective communication, information management, organizes intake and information in computer surveillance applications. Interacts and communicates with team members and external. Cross training for all divisions within Team Health to support our mission and values.

Responsibilities

A day in the life of a Secretary III, OHat Hackensack Meridian Health includes:

• Provides clerical support to the department by ordering office supplies, answering telephones, scheduling appointments, faxing, obtaining medical records and other clerical duties as requested.
• Interacts and communicates with team members from various departments and external clients.
• Appointment scheduling as per guidelines/protocol.
• Manages calendars to capture accurate coding of appointments (e.g. no shows, cancellations, etc).
• Manual/ electronic data entry is accurate and completed timely.
• Documents are scanned into the Electronic Medical Record (EMR) and computer surveillance applications or attached via PDF as needed.
• If applicable, verifies company contact and billing information when posting documents to the electronic medical record (EMR).
• Faxes appropriate documentation to insurance carriers and employers if needed.
• Reviews weekly data reports to assure there are no variances which need to be addressed, if noted, are addressed timely.
• Prepares and reviews other reports as requested by the leader.
• Creates new company profiles in the EMR if needed.
• Notifies Account Executive of any account changes or discrepancies for follow up with external clients.
• Prepares documents required for each visit preceding the next business day and appropriately for same day services.
• Persons are greeted promptly upon arrival in a friendly, receptive manner. a. Communicates arrival of the team member/ client to the care team. b. Team members /clients are provided with appropriate forms /documentation to be completed or reviewed upon arrival. c. Obtains a copy of photo ID as required. Ensures a copy of photo ID is destroyed at the end of the business day. d. Observes the waiting area for team member /client needs.
• Assists in screening procedures. 16. Telephonic duties: a. Addresses voice mails promptly records and distributes messages. Messages are reviewed and acted upon regularly throughout the day. b. Alters greeting to match business operations (e.g.: holiday closing). c. Telephone calls are answered promptly with a greeting that identifies them by name and the department. d. Calls are screened and messages are taken and recorded accurately. e. Telephones are placed on voicemail at the end of the business day.
• Maintains par levels of office medical equipment, office supplies and office machine supplies including toner and paper.
• Ensures office equipment (copier, fax) is in good working order. a. Makes calls for service after informing the leader. b. Maintains Ipads, works with IT and vendors to resolve issues. c. Supports resolving IT issues.
• Maintains and answers all email boxes.
• Requests for release of medical records are handled timely and accurately including attorney requests.
• Digitizes paper records or sends to record storage following vendor guidelines.
• Requests documents as needed from storage in cases of record requests or regulatory surveys.
• May be cross trained to support other areas of importance and priorities within Team Health.
• Floats to other offices as requested for staff coverage.
• Orients new team members as assigned.
• Internal Communications a. Works with the team to publish monthly office schedules for services (e.g. fit testing, flu and COVID vaccinations, pre-employment physicals). b. Meets monthly deadlines for submission, work with the Communications team to post on intranet and make changes as necessary if applicable. c. Sends out notices for monthly team member meetings, records and distributes meeting minutes
• Other duties and/or projects as assigned.
• Adheres to HMH Organizational competencies and standards of behavior.

Qualifications

Education, Knowledge, Skills and Abilities Required:

• High School diploma, general equivalency diploma (GED), and/or GED equivalent programs or equivalent experience.
• Strong problem solving skills, is able to prioritize, is organized and ability to multitask
• Must have reliable source of transportation.
• Excellent written and verbal communication skills.
• Proficient computer skills that include but are not limited to Microsoft Office and/or Google Suite platforms.

Education, Knowledge, Skills and Abilities Preferred:

• Prior experience working with an EMR.
• Bilingual - English/Spanish.

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

Starting Minimum Rate

Minimum rate of $20.64 Hourly

Job Posting Disclosure

HMH is committed to pay equity and transparency for our team members. The posted rate of pay in this job posting is a reasonable good faith estimate of the minimum base pay for this role at the time of posting in accordance with the New Jersey Pay Transparency Act and does not reflect the full value of our market-competitive total rewards package. The starting rate of pay is provided for informational purposes only and is not a guarantee of a specific offer. Posted hourly rates may be stated as an annual salary in the offer and posted annual salaries may be stated as an hourly rate in the offer, depending on the level and nature of the job duties and credentials of the candidate. The base compensation determined at the time of the offer may be different than the posted rate of pay based on a number of non-discriminatory factors, including but not limited to: Labor Market Data: Compensation is benchmarked against market data to ensure competitiveness. Experience: Years of relevant work experience. Education and Certifications: Level of education attained, including specialized certifications, credentials, completed apprenticeship programs or advanced training. Skills: Demonstrated proficiency in relevant skills and competencies. Geographic Location: Cost of living and market rates for the specific location. Internal Equity: Compensation is determined in a manner consistent with compensation ranges for similar roles within the organization. Budget and Grant Funding: Departmental budgets and any grant funding associated with the job position may impact the pay that can be offered. Some jobs may also be eligible for performance-based incentives, bonuses, or commissions not reflected in the starting rate. Certain positions may also be eligible for shift differentials for work performed on evening, night, or weekend shifts. In addition to our compensation for full-time and part-time (20+ hours/week) job positions, HMH offers a comprehensive benefits package, including health, dental, vision, paid leave, tuition reimbursement, and retirement benefits.