Rehab Administrative Secretary

Whittier Health; Westborough, Northern (MA, KY); Hybrid; USD 42,000 - 56,000; Full time

Benefits offered by this job

401k

Paid Time Off

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

Disability Insurance

Accident & Critical Illness Coverage

Health Savings Account

Flexible Spending Account

Job summary

Whittier Rehabilitation Hospital is seeking a Rehab Administrative Secretary for a full-time role (80 hours). The position supports the Director of Rehabilitation Services and the OT/PT/TR staff, handling secretarial tasks, payroll calculations, and medical record coordination to ensure smooth daily operations.

Responsibilities include data processing, purchasing, travel reimbursements, meeting minutes, staff orientation, licensing records, and maintaining office systems, equipment, and forms;

Qualifications

• Secretarial/medical records training completed.
• Ability to coordinate multiple systems.
• Proficient with Word, Excel, Visio and related software.
• Experience interacting with medical staff, patients and public.

Responsibilities

• Provide secretarial support to the Director of Rehabilitation Services and staff.
• Process doctors' orders to the rehabilitation services division.
• Assist in payroll calculations for division staff.
• Maintain medical records and coordinate admissions/discharges.

Skills

Secretarial/medical records training

Coordinate multiple systems

Interpersonal communication

Independent work capability

Geriatric knowledge

Adult rehabilitation knowledge

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