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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00039791 |
Description Activated On: 10/20/2026 11:32:46 AM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organization’s objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. This position provides direct clerical services to the Supervisory Physician and the Chief of Psychiatry and performs a wide variety of duties that are complex in nature due to the level of medical and psychiatric content. |
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Description of Duties: Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor. Clerical Assistant 2 within the medical department will be independently responsible for the support of the chief medical officer/supervisory physician and management of operations within the department. CA2 for medical department assists CMO and medical staff in gathering all information on reports, coordinating medical meetings, rescheduling meetings, managing due dates to ensure timely completion, maintaining calendar of patient appointments, managing scheduling conflicts, canceling and rescheduling appointments and meetings when appropriate. Ensures confidentiality of all documents, records, reports related to medical department. Numerous trackers, including spreadsheets and databases to assist in multiple departments and communication with human services, PI, Social services and business office. MEDICAL/SURGICAL OUTPATIENT SERVICES REQUISITIONS: Receive, process, and manage the flow of all incoming medical or surgical requests as ordered by physicians for any out-patient service request for hospital residents either locally, at other facilities in Warren County, or out of state. Determine the priority of the request and take into consideration the complexity of the patients’ needs, as well as in decision making when appointments are cancelled and need rescheduled. Independently review and evaluate the requests for out service appointments for accuracy by assuring that all patient insurance information is up to date by communicating with the WSH Reimbursement Office and Guardian Office. Ensure the accuracy of the diagnosis by entering the ICD-10 codes on the WGH Interagency Consultation form and WGH Outpatient form for services required at WGH. Attach med lists from QS1 system and labs from Care 360 system for outside providers as needed. Evaluate patient service requests by doctor/practitioner to ensure they are within service guidelines and that they meet criteria of established service contracts. Communicate with doctor/practitioner if the request is not within the scope of services and make alternative suggestions. The CA2 is responsible for gathering all requested laboratory work, relevant medical records, and radiographic findings to send to outside offices. Communicate via telephone/fax with various outside providers such as hospitals, physician offices, medical suppliers (orthopedic, hearing aids, etc.), to make further detailed arrangements for a requested service. Secure specialized testing results from outside facility and forwards to appropriate departments for specialized care needs such as dysphagia and auditory impairments. Schedule patients in need of immunologic inoculations per state recommendations that are not available as this facility. Ensure appropriate paperwork for outside facilities has been completed. If patient does not have the capacity to fill out this paperwork, initiate communications with medical staff providers and nursing staff to ensure necessary medical information is documented. Ensure that the paperwork that returns from an outside facility is appropriately completed. Independent responsibilities for growing telehealth referral base requiring communication with multiple medical specialty offices, assisting in electronic communication support, and coordinating with financial department for payment of services. Initiate communication with patient’s charge nurse, social worker, and guardian officer when a request for service is denied or provide direction on what procedure to follow when a patient is using own funds for particular items such as eyeglasses, dentures, hearing aids, etc. Ensure transportation is available for authorized patient trips by scheduling proper transportation through the Maintenance Department daily. Communicate with patient’s families to coordinate their ability to attend doctor’s appointments. When cancellations occur, notify all departments involved, including nursing, medial staff, transport personnel, and ambulance services. Compile listing of EKG's to be performed and relays to the contract EKG technician on a weekly basis. Maintain log of all patients’ status while at outside facilities. Contact outside facilities when the patient is admitted to their facility, to determine status of patient, such as full inpatient, observation status, or ER status only. Gather records from that facility, including all labs, imaging, consults, admission notes, discharge summaries to be reviewed by provider and sent to unit to ensure continuity of care Gather and distribute metabolic reports on patients to proper personnel for further medical management as required facility policy. Gather all x-rays, consults, labs, and files those reports in office in a secure location. CONTRACTED MEDICAL/SURGICAL SERVICES: Independently prepare and maintain Agency Purchase Requests and Nature of Required Services forms to obtain the contracted services of approximately 47 individuals including medical specialists and facilities/agencies that provide required beneficial medical/surgical services to mentally ill patients. Monitor all of the service purchase contracts by ensuring they are kept current and the requested services are within the financial stipulations of the contract. Such contracts have a direct impact on Warren State Hospital’s budget and planning every fiscal year. These contracts may range from $1,000 to $300,000 per year, depending on what service an agency provides and the need for such service by Warren State Hospital residents. Independently work as a liaison between Warren State Hospital and any outside medical/surgical contracted agency by telephone or, on occasion, in person through the life of the contract to resolve any questions or concerns. These contracts are renewed annually PEER REVIEW ASSIGNMENTS: Independently researches, prepares, and assigns Peer Review to each medical physician within the Medical Service Department on a quarterly basis. Purpose of this review is to ensure that all medical physicians abide by the medical guidelines/protocols/standards of care established in the Medical Department so that their performance does not fall below threshold. Collects, organizes, compiles and summarizes statistical data into an informational booklet for Improvement of Organizational Performance (IOP) purposes. IOP booklet is provided to Department of Quality Management as an informational review and is also available for The Department of Health surveys. OTHER DUTIES: Establish office routines and procedures, e.g. how mail is handled, reports formatted, etc. Regularly use multiple applications: Microsoft word, word pad, word dictation, Microsoft calendars, excel, Avatar, SAP and ESS. Independently prioritize and process all types of written (via draft and/or final form) and verbal communication (via telephone, in person, or dictated electronic material) including form designs, letters, reports, policies, procedures, protocols and memos for the Psychiatry Department and the Medical Services Department. Open, read, prioritize and distribute incoming department mail. Route mail to appropriate physician, office or department and follow up with physician as necessary. Record all directives, monitor due dates of reports and correspondence for the Supervisory Physician and Chief of Psychiatry and monitor as needed. Coordinate and make travel arrangements/itineraries for meetings, conferences, etc. for all personnel within the Clinical Services Division for any work related travel locally, in other areas of Pennsylvania or nationwide for continuing medical education. Compute subsistence, mileage, etc. according to established guidelines for completion of travel expense vouchers so that employees may be reimbursed. Maintain up-to-date files on all employee travel for the Clinical Services Division. Facilitate interdepartmental assistance for acquisition of essential patient records. This requires a higher level of medical terminology knowledge and acronyms. Solely responsible for monitoring the WSH Medical Department Manual by updating as needed. Facilitate communication with outside agencies requesting information about the medical staff department such as NPI numbers and medical license information. Independently works with multiple departments to coordinate transportation for patient court dates. Take and transcribe oral dictation for signature by the Supervisory Physician. Organize, prepare and distribute weekly, monthly, quarterly reports and other documents to appropriate WSH staff/departments or outside facilities. Determine, prepare, and complete EB Pro Requisitions for Department, which includes ordering medical equipment, books, furniture, and office supplies for staff. Participate as an active member of the Warren State Hospital Cost of Care Committee by offering suggestions and input relative to cost effectiveness of service contracts. Attend and participate in mandated and specialized training as needed. Assist in the updates and revisions of the medical policies and procedures for the facility. Other duties as assigned. ESSENTIAL FUNCTIONS: 1. Understands and interprets pertinent and complex information. 2. Prioritizes work assignments. 3. Communicates clearly, pleasantly, and professionally with telephone callers, staff, patients, and visitors. 4. Comprehends moderate complex written and verbal instructions. 5. Responds to inquiries from family members of patients and visitors to the Hospital. 6. Participates in OMHSAS approved training and utilizes approved Crisis Response interventions as needed to maintain safety. |
Decision Making: Describe the types of decisions made by the incumbent of this position and the types of decisions referred to others. Identify the problems or issues that can be resolved at the level of this position, versus those that must be referred to the supervisor. Example: In response to a customer inquiry, this work involves researching the status of an activity and preparing a formal response for the supervisor’s signature. Independently prepares new service contracts for providers, hospitals, clinics, and monitors established contracts for inappropriate expenditures/services, update and renew as indicated. Coordinates payment of expenditures (eye glasses, hearing aids, dentures) with the insurance carrier/patient funds. Selects providers based on patient’s needs and physician’s orders. If insurance carrier denies expenditures, the process for payment is initiated. Independently researches for expenditures not covered by insurance for the appropriate method of payment and contacts parties involved to process for payment. Develops and implements new forms/formats and methods in coordination with Secretarial Supervisor. Independently updates survey materials. Consults the Supervisory Physician in unusual or emergency patient care situations. |
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Requirements Profile: Identify any specific experience or requirements, such as a licensure, registration, or certification, which may be necessary to perform the functions of the position. Position-specific requirements should be consistent with a Special Requirement or other criteria identified in the classification specification covering this position. Example: Experience using Java; Professional Engineer License Experience: Licenses, registrations, or certifications: 1. N/A 2. N/A 3. N/A 4. 5. 6. |
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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
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