Rehab Administrative Secretary

Whittier Health Network; Westborough (MA); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

401k

Paid Vacation, Sick, Holiday

Medical, Dental Vision insurance

Life and Disability policies

Accident, Hospital and Critical Illess

Health Savings Account

Flexible Spending Account

Job summary

Whittier Health Network’s rehab hospital in Westborough, MA is hiring a Rehab Administrative Secretary to support the Director and the rehabilitation staff. The role covers payroll support, records, procurement, meeting minutes, and payroll calculations, with hands-on duties across office operations and equipment management.

The ideal candidate has secretarial or medical records training, strong PC skills, and the ability to coordinate multiple tasks in a fast-paced clinical environment.

Qualifications

• Secretarial/medical records training.
• Ability to coordinate multiple systems.
• Intermediate experience with PC packages (Word, Corel Draw, Lotus, Excel, Visio).
• Ability to interact with professional/medical staff, patient/families and general public.
• Knowledge of growth and development across the life span.
• Knowledge, experience and competency in dealing with adult rehabilitation and geriatric age group.
• Must be able to work independently with minimum supervision, coordinating multiple tasks.

Responsibilities

• Provide secretarial support to the Director of Rehabilitation Services and staff.
• Maintain personnel records and payroll calculations.
• Assist in medical record keeping including admissions/discharges.
• Perform data processing, databases, desktop publishing, word processing and spreadsheet tasks.
• Process Doctors orders to the rehabilitation services division.
• Process travel reimbursements for staff.
• Maintain petty cash for the division.
• Handle general telephone responsibilities.
• Order, maintain inventory, stock and price rehabilitation equipment.
• Calculate patient equipment purchases.
• Take meeting minutes for IP Rehab. meetings and hospital-wide task forces.
• Assist with new employee orientation and onboarding.
• Maintain licensing, CPR records.
• Assist with review of IP/OP policies and guidelines.
• Establish, design and implement forms.
• Maintain efficient working environment and office equipment.

Skills

Interpersonal skills

Multi-system coordination

Independent worker

Lifespan development knowledge

Geriatric rehab knowledge

Staff/patient interaction

Tools

Word for Windows

Corel Draw

Lotus

Excel

Visio

Job description

Rehab Administrative Secretary - Full Time - 80 hours

Join a team where continuity of care isn't just a goal—it’s how we work. At Whittier Rehabilitation Hospital we're building something special: a high-performing, close-knit therapy team that puts patients first and supports one another every step of the way.

Essential Functions:

• 1). Performs various duties of the rehabilitation services division.
• a). Provides secretarial support to the Director of Rehabilitation Services as well as the rehabilitation staff including OT, PT, TR, CD, and OP as requested.
• b). Implement and maintain personnel records and calculations of payroll for the rehabilitation services division staff.
• c). Assist in medical record keeping including admission/discharge coordination.
• d). Performs data processing, data base, desk top publishing, word processing and spread sheet applications utilizing personal computers.
• e). Processing of Doctors orders to the rehabilitation services division.
• f). Processes travel reimbursements for rehabilitation services division staff.
• g). Maintains/balances petty cash for rehabilitation services division.
• h). General telephone responsibilities.
• i). Responsible for ordering, maintaining inventory, stocking and pricing all rehabilitation equipment (billable and non-billable items).
• j). Calculate patient equipment purchases from the rehabilitation services division.
• k). Takes meeting minutes for IP Rehab. meetings and hospital wide task forces in which IP rehab. staff is involved, types, files, and distributes to staff.
• l). Assist with new employee orientation to IP Rehab. Department including establishment of employee files, inclusion into disaster listing, and other internal reports.
• m). Maintains licensing, CPR records, reports.
• n). Assist with review, revision of all IP, OP, Policy and Procedure and guideline manuals.
• o). Establish, design and implement forms as requested.
• p). Maintains efficient working environment including functional operation of copiers, printers, PC's.

PREREQUISITES:

• 1). Secretarial/medical records training.
• 2). Ability to coordinate multiple systems.
• 3). Intermediate experience with personal computers including a variety of common software packages (i.e., Word for Windows, Corel draw, Lotus, Excel, Visio, etc.).
• 4). Ability to interact with professional/medical staff, patient/families and general public.
• 5). Knowledge of growth and development across the life span.
• 6). Knowledge, experience and competency in dealing with adult rehabilitation and geriatric age group.
• 7). Must be able to work independently with minimum supervision, coordinating multiple tasks.

Benfits Offered:

• 401k
• Paid Vacation, Sick, Holiday
• Medical, Dental Vision insurance
• Life and Disability polices
• Accident, Hospital and Critical Illness policies
• Health Savings Account
• Flexible Spending Account