Interpreter Services Secretary IV

Rochester, NY

Responsibilities

General Description

The Interpreter Services Secretary provides administrative support to the Interpreter Services Program. The secretary completes all phases of the billing process, coordinates all language translations for UR Medicine and acts as the liaison for all vendors including telephonic and document translation services (ordering, billing and consultation).

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Specific Responsibilities

Administrative Support for Interpreter Services Managers and Leads

  • Administrative support for the Managers and Leads, recommending agenda items for staff meetings when appropriate.

  • Coordinate meetings/conference rooms to include, but not limited to:

  • 1:1’s

  • Interviews

  • Interpreter Group Staff monthly meetings

  • Attend meetings as needed and assist with meeting minutes

  • Coordinate and provide support for special events

  • Arrange conference and travel plans as needed

  • Track daily Spanish pages for all staff members including overnight and weekend pages

  • Track and provide CYRACOM usage reports on a monthly basis

  • Maintains “MOC” folder in Box updated with the necessary requested documents

  • Update on a Quarterly basis the Language Assessment based on the report received from the Health Equity Task Force/Medical Staffing Office.

  • Email providers or colleagues to confirm 2 nd language spoken

  • Schedule Language Assessment with Managers, Leads, or CYRACOM

  • Update results and notify Supervisors

  • Maintain SharePoint Language Assessment folder with all current letters and results

Coordinator of Interpreter Services Office/Scheduling/Interpreters

  • Triage Interpreter Services In-Box

  • Notify Interpreter Services Schedulers if a request comes thru the In-Box needing attention

  • Acknowledge Patient Care Interpreter requests

  • Add patients to BOX requesting ASL or Spanish Interpreters

  • Acknowledge patient communications

  • Escalate communication as needed to appropriate manager/lead

  • Responsible for Spanish patient phone voice mail

  • Return patients call

  • Inquire their need

  • Schedule appointments with Clinical departments

  • When necessary, escalate the patient’s need thru secure chat on e-record

  • Collaborate with the URMC Parking in regards to Interpreter Parking Passes and tag.

  • Request pagers and cell phone for Interpreters.

  • Resolve Interpreter malfunction equipment

  • Maintain and update the Interpreter Services SharePoint site.

  • Maintain and order office supplies

Document Translations

  • Coordinates document translations for UR Medicine departments.

  • Analyze department needs and assigns a resource to fulfill document request.

  • Serves as a point of communication for both the requester and the translator.

  • Manage Document Translation Log stored on SharePoint

Interpreter Services Billing System

  • Manages the billing for UR Medicine Interpreter appointments requiring reimbursement (i.e. GRANTs reimbursement).

  • Ensures proper documentation is attached to each appointment and resolves all issues, i.e. situations lacking documentation.

  • Ensures appointments are billed to the appropriate (CM)

  • Independently investigates and resolves invoice disputes with third party vendors

  • Collaborates with departments and Accounts Payable if payments are not processed in a timely manner.

  • Review and make necessary corrections for Interpreter Mileage forms/ Conference Reimbursement.

CYRACOM Liaison

  • Serves as liaison for UR Medicine departments and vendor

  • Coordinates the allocation of CYRACOM phones, iPad, and Carts

  • Works with ISD to secure iPads

  • Create usernames for CYRACOM App or CYRACOM Connect

  • Maintain username and password log

  • Coordinates with vendor the telephone order and return process.

  • Formulates and analyzes vendor usage data and develops reports, recommends cost-saving initiatives.

  • Installs CYRACOM phones/iPads and troubleshoot as necessary

  • Travel off-site as needed for department CYRACOM installation, but not limited to on-site departments

  • Collaborates with ISD when unable to troubleshoot

Other Duties as assigned/needed

  • Participate in Department Committees, including Lean Performance Improvement, recommending and implementing measurement processes.

  • Provide backup coverage for the Interpreter Services Schedulers (pager coverage and scheduling) Care Management and Social Work Reception Desks.

  • Administrative coverage for vacancies

Position Qualifications

  • Two years of post-high school education in secretarial studies or the equivalent required.

  • At least 3 years of secretarial and office experience, including 1 year in a position which demonstrated the ability to work with minimal supervision and direct an office operation required.

  • Bilingual in Spanish/English preferred. Interpreter experience in health care setting preferred.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $ 17.64 - $ 24.71 Hourly

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Location: Strong Memorial Hospital
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 009