Role Summary
The Medical Secretary is the primary point of contact for our patients and a vital coordinator for our healthcare team. In this role, you will ensure that the front-end operations of the practice run seamlessly by managing communications, coordinating patient care logistics, and maintaining accurate administrative records. The ideal candidate is a professional, reliable communicator who can balance multiple priorities while upholding the highest standards of patient confidentiality and service.
Essential Responsibilities
Patient Coordination & Communication
- Inbound Management: Serve as the professional voice of the practice by answering all calls and greeting callers with a polite, helpful demeanor.
- Scheduling & Referrals: Coordinate patient appointments and imaging; initiate and track referrals on the patient's behalf as directed by providers.
- Clinical Liaison: Relay physician instructions to patients and process medication refill requests by routing them to the appropriate provider.
- Check-in/Check-out: Manage the patient arrival and departure process, including the collection of co-pays and verification of information.
Data & Records Management
- EMR Documentation: Log all conversations and administrative actions taken on behalf of patients into their Electronic Medical Record (EMR) to ensure a complete care history.
- Digital Filing: Manage incoming faxes and scan external medical records into the EMR with high attention to detail.
- Insurance Support: Proactively obtain insurance preauthorizations when necessary to prevent delays in treatment.
Operational Excellence
- Compliance: Strictly follow OSHA and HIPAA guidelines to protect patient data and maintain a secure practice environment.
- Team Support: Cross-train with other office roles to provide coverage and assist with special projects assigned by physicians or management.
- Problem Solving: Independently resolve administrative issues or identify the correct resource for escalation when needed.
Professional Standards
- Positive Presence: Maintain a consistent, polite, and professional approach toward patients, vendors, and team members.
- Reliability: Demonstrate exceptional attendance and a commitment to punctuality.
- Flexibility: Adapt to varying schedules or extended hours based on the needs of the practice.
- Organization: Keep workstations clean, orderly, and organized to ensure efficient operations.
Requirements
- Participation in all mandatory staff meetings, training sessions, and competency testing.
- Ability to work out of different local office branches if requested by the Practice Administrator.
- Experience obtaining prior authorizations
Note: This role is administrative in nature and provides the foundational support necessary for our licensed healthcare professionals to deliver effective patient care.
Job Type: Full-time
Pay: $19.00 - $22.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
