Medical Secretary Job Description Sample
Job ID REQ_90371 FACILITY Rochester Regional Health Orthopaedics
- Red Creek LOCATION Rochester, New York
As a Medical Secretary, you will be responsible for many administrative support duties, such as greeting patients, performing check-in and check-out procedures and processing payments. This position requires a warm and inviting disposition, as you will be the first point of contact for our patients and their families.
STATUS: Full Time
LOCATION: Henrietta Medical Campus
- Friday | Days
One (1) year of experience in medical office preferred
Intermediate computer skills
Excellent customer service and communication skills
Registration & Verification. Complete the registration process for patients as defined by departmental policy; verify insurance eligibility/coverage and obtain necessary precertification/authorization when applicable
Billing & Payments. Collect and process payments when applicable
Rochester Regional Health is an Equal Opportunity / Affirmative Action Employer. Minority/Female/Disability/Veteran
- Provides secretarial and clerical support which may include, but is not limited to:
- composing correspondence
- maintaining/ordering office supplies
- answering telephone calls
- making appointments
- coordinating meetings/travel arrangements
- taking meeting minutes
- maintaining files (which may be confidential in nature)
- making copies
- sending faxes
- Inputs and maintains data in computer system, using discretion when data is confidential.
- May use various personal computer software programs, including but not limited to, word processing, spreadsheets, graphics, etc. to produce high quality reports, presentations or other documents.
- May act as a receptionist to include, but not limited to, greeting and directing visitors/patients, answering incoming calls, relaying messages.
- Performs all functions according to established policies, procedures, regulatory and accreditation requirements, as well as applicable professional standards.
- Provides all customers with an excellent service experience by consistently demonstrating our core and leader behaviors each and every day.
- Requires High school diploma/GED or equivalent; Associates or Bachelor degree strongly preferred
- 2-3 years of experience with administrative/specialized business support services is required
- Ability to acquire and utilize a thorough knowledge of organization policies, practices, and operations and oral communication skills to perform routine administrative details, such as arranging meetings, responding to non-routine inquiries from telephone callers or visitors, and gathering background information for sensitive or confidential reports
- Ability to analyze routine administrative details of limited complexity, such as resolving minor scheduling conflicts, redirecting mail, etc.
- Must have excellent oral, written, and interpersonal communication skills to effectively interact with all levels of the organization.
- Must possess the ability to convey a professional image, as well as, effectively represent the organization as appropriate in its relationship with external customers.
This position will be located on Emerson Campus
Scope of the Job
Provides administrative support utilizing knowledge of medical terminology and procedures in a medical environment. Using independent judgment and initiative, supports the Faculty and Administrator.
May report directly to the Administrator and/or designee. Applies professional, medical secretarial expertise, exercising initiative and proficient organizational skills, to perform a variety of secretarial duties. Exhibits confidentiality, flexibility and accountability.
Prioritizes heavy work volume in a fast paced environment. Performs duties independently and initiates judgment in handling difficult or critical situations.
1.Performs general office duties to include use of personal computer, answering the telephone relaying/routing messages and correspondence, filing, copying, faxing, etc.
2.Arranges travel and submits necessary leave paperwork for providers.
3.Type/transcribe and proofread routine correspondence from dictation or handwritten notes as assigned.
4.Maintains physician files/roster/calendars, schedules and arranges meetings, attends division meetings and takes minutes as needed.
5.Order and maintain office supplies and equipment.
6.Maintains patient confidentiality
7.Cross train with other office support staff.
8.Prepared edits and distributes correspondence.
9.Maintains electronic and hard copy files
10. May schedule outpatient clinic appointments.
11. May input demographic and clinic information into Divisional patient data bases
12. Processes check requests and obtain appropriate signatures.
13. Response for division's accounts including but not limited to faculty, PEA, accounts payable and PSA
14. Schedules and coordinates interviews for open clinical and administrative positions, including faculty, residents, fellows and secretarial.
Must be able to perform under stress when confronted with emergency, critical, or unusual situations
Must be capable of dealing with periodic cyclical workload pressures and levels of responsibility
Required to make independent judgments without supervision. Must be able to make generalizations, evaluations, or decisions based on sensory or judgmental criteria
Must have the adaptability to perform a variety of duties, often changing from one task to another of a different nature without loss of efficiency or composure
Requires the ability to work with people beyond giving and receiving instructions.
SKILLS, QUALIFICATIONS, AND REQUIRED EXPERIENCE
Must be very detail oriented.
Must be able to type at least 50 WPM
May be required to be proficient with Dictaphone and calculator
Must be skillful in navigating the Internet to provide essential information for research projects
Possess excellent verbal and written communication skills.
Ability to prioritize tasks and organize work flow.
Must be able to handle stressful situations in a professional manner.
Proficient with Microsoft software applications (i.e., Word, Excel, Outlook)
Ability to interact effectively with staff and outside contacts on a variety of levels.
Valid Florida Driver's License and access to personal vehicle.
Knowledge of medical terminology helpful.
Minimum of 1 year experience in a medical office or health related field required
Education and Certifications
Associates degree preferred
Experience in a relevant position may be substituted for education on a two for one year basis.
High school degree required or GED equivalent
UFJPI is an Equal Opportunity Institution
of Hires Needed
BARROW BRAIN AND SPINE
JOB TITLE: Medical Secretary
REPORTS TO: Practice Coordinator
FLSA STATUS: Hourly
JOB SUMMARY: Perform secretarial duties utilizing specific knowledge of medical terminology, hospital/clinic, and laboratory procedures. Duties include scheduling appointments, clinical patient care, and billing, compiling, documents pertinent to patent care electronically in medical record.
JOB DUTIES & RESPONSIBILITIES:
Registers new patients in the electronic medical record prior to scheduling the appointment that includes demographic and insurance information.
Ensures all initial consultations, pertinent notes, lab slips, radiology and pathology reports are available to the physician prior to patient arrival.
Opens chart encounters in Centricity, provides historical reference by maintaining patient records.
Facilitates patient clinic by greeting and rooming patients.
Enters/updates medications, take vitals and record assessment in the patient chart for physician review.
Enters orders and E-Prescribe information and creates clinical visit summaries.
Schedules follow-up appointments as required.
Communicates with each physicians staff regarding surgery scheduling, imaging needed, etc. for continuance of patient care.
Performs clinic room inventories and restocks as necessary.
Assists Medical Secretaries and Practice Coordinators with orders as needed.
Completes patient check-in process.
Assists Recall list for physicians, creates diagnostic reviews, completes orders as testing is received and follows-up on non-compliant orders.
Represents physicians by screening incoming telephone calls; recording and transmitting messages; scheduling, receiving, and announcing scheduled patients and visitors; screening unscheduled patients and visitors; arranging referrals to other health care providers; scheduling appointments for consultations, x-rays, lab tests, physical therapy, MRI's, CT scans, etc.
Maintains patient confidence and protects operations by keeping information confidential and following HIPAA guidelines.
Maintains office supplies inventory by checking stock, anticipating department needs, placing and expediting orders and verifying delivery.
Keeps office equipment operating by following operating instructions, troubleshooting breakdowns, maintaining supplies, performing preventive maintenance and coordinating repairs.
Updates job knowledge by participating in educational opportunities.
Enhances physician office reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.
Provides coverage to other positions as requested.
Assists with assigned DME job duties as needed.
Supports Barrow Brain and Spine's compliance program by attendance in annual training and following compliance guidelines.
Ability to type 25 WPM with demonstrated working computer knowledge
Reports to work regularly without undue tardiness.
Maintains positive attitude and demonstrates the utmost in professionalism.
Completes work accurately and in a timely manner with the ability to multi-task.
Demonstrates excellent oral, written & telephone communication skills, along with tact, diplomacy, and strong customer service orientation.
Prioritizes work activities and receives and assumes multiple job duties.
Maintains effective working relationships with physicians, administration, BBS staff members, and hospital personnel.
Follows BBSs policy and procedures.
Basic knowledge of medical terminology and ICD10 and CPT coding.
EDUCATION & EXPERIENCE
High school or G.E.D.
Two years experience in an administrative capacity in a specialty practice or hospital setting is preferred.
Knowledge of Microsoft office systems, Centricity or other EMR system.
Insurance verification and precertification experience.
Prior DME experience preferred.
TYPICAL PHYSICAL DEMANDS:
Prolonged sitting, standing, bending, stooping and stretching and/or walking. Ability to occasionally lift 20 lbs.
Eye-hand coordination and manual dexterity sufficient to operate a computer keyboard, photocopier, fax machine, telephone, and other office equipment and clinic equipment
Normal range of hearing and vision to record, prepare, and communicate appropriate reports
TYPICAL WORKING CONDITIONS:
Work is performed in an office environment, with contact with patients, office staff, physicians, etc.
Ability to travel to other locations as necessary.
Overtime as required.
We respect the dignity of you, our patients, as well as that of your families. Mount Auburn Hospital is a top notch teaching healthcare system affiliated with Harvard Medical School . This allows us to make significant contributions to educating the caregivers of tomorrow, thereby maximizing your quality of care. Outcome: Clinicians are assisted with all aspects of patient care in accordance with department protocol.
Through the PCMH (Patient-Centered Medical Home) model, practices seek to improve the quality, effectiveness, and efficiency of the care they deliver while responding to each patient's unique needs and preferences. Practices use the quality improvement process and evidence-based medicine to continually improve patient outcomes. Work towards the goal of PHM- Population Health Management: improving the quality of care while reducing costs.
Practices will utilize EMR systems to: improve quality, safety, efficiency, reduce health disparities, improve care coordination and help meet meaningful use requirements.
Provide a variety of front office and secretarial support to designated office staff which include: answering phones, taking messages, scheduling appointments, patient call backs, all medical records correspondence.
Provide CPT and ICD-10 coding on all forms. Enter appropriate charges in the electronic medical record/practice management system and verify data on a weekly and monthly basis. Assist patients with billing questions.
Act as a liaison between the billing service and patients. Work under direction of administrative manager.
*Thorough knowledge of medical terminology required.
Excellent organizational and time management skills.
Strong computer skills, previous experience with EMR system preferred.
Dedication to providing excellent customer service with a high level of professionalism.
Need excellent communication skills, including good auditory abilities
High school diploma or equivalent is required.
Computer skills are required.
Customer service skills are required.
To function as a member of the administrative team and complete all daily tasks to ensure smooth day to day operations in busy practice located in Groton, MA.
Answers, triages, and routes telephone calls appropriately; takes messages, follows through with each message, ensuring that the appropriate physician/staff member and received the information. Provides routine information to callers
Prepares the daily schedules for the office, pulls and prepares the patient charts, ensuring that the proper chart has been selected and the appropriate paperwork has been attached to the chart (i.e., encounter form, etc.)
Schedules patients' appointments and appropriate testing for patients as directed. Facilitates admissions to hospital
Verifies information from patients including demographic and health insurance information
Prepares documents for billing physician encounters; enters data, ensures that referrals are received, etc.
Organizes and updates files, charts, and records
Responsible for stocking of supplies and assists in ordering supplies
Performs other duties as requested
Education from approved medical administrative program or equivalent
High School Diploma or equivalent
1 to 3 years of experience as a Medical Secretary
Experience with electronic medical record strongly preferred (Athena a plus)
Experience with Microsoft Office, Word, Excel and Outlook
Some travel required within the market
Assists with the organization, maintenance, and flow of information and patients throughout the department.
Education: High School Diploma or GED required. Associates degree in related field preferred.
Experience: 1 - 2 Secretarial experience in a medical setting or health care facility setting required. 3- 5 years prior experience with surgical scheduling and obtaining authorizations for visits/procedures preferred.
Strong communication (both oral and written), multitasking, detail oriented, organizational, customer service, and interpersonal skills; Knowledge of medical terminology and medical office procedures required. Knowledge of IDX preferred
High school diploma or equivalent is required.
Computer skills are required.
Customer service skills are required.
Experience is highly preferred.
To function as a member of the administrative team and complete all daily tasks to ensure smooth day to day operations.
Greeting, registering and directing patients Answering telephones and taking detailed messages for physicians and surgical residents Data entry of patient's demographic, insurance, referring physician and PCP information Verifying insurance eligibility Scheduling/rescheduling appointments Coordinating patient care with other departments Assembling patient charts Scheduling follow-up, testing and labs Typing, editing and mailing dictations Charge and copayment entry Filing charts and medical paperwork Making no show and missed appointments phone calls Order and track all office supplies.
Excellent written and verbal skills. Thorough understanding of billing, information systems and knowledge of medical terminology. Experience in a medical office setting preferred EHR and Athena experience preferred.
High School Diploma.
We're a Little Different
Our mission is clear. We bring to life a healing ministry through our compassionate care and exceptional service.
We don't believe in jobs at Mercy, we believe in careers that match the unique gifts of unique individuals; careers that not only make the most of your skills and talents, but also your heart.
At Mercy, you'll feel our supportive community every step of your day, especially the tough ones. We're a team and love working that way. That team is expanding, and we currently have exceptional opportunities to help our communities grow.
Responsibilities and Qualifications
Performs all secretarial duties for physicians office. Assists with special projects as needed.
Reporting Office Administrator of the physicians practice. Performs duties and responsibilities in a manner consistent with our mission, values, and Mercy Service Standards.
a. Handles and maintains all files, reports and fiscal data in a confidential manner; processes records requests.
b. Keeps work areas neat and clean.
Coordination of Services
a. Enters registration into the computer within 24 hours.
b. Process dictation accurately and in a timely manner.
c. Responsibly mails patient documentation to physicians and others as authorized.
a. Screens phone calls and answers questions; prioritizes and relay phone messages.
b. Offers additional assistance before concluding an interaction.
c. Obtains insurance pre-certification when necessary; is able to answer questions
regarding insurance eligibility.
d. Keeps accurate monthly logs and statistics as directed.
e. Completes charge audits when requested.
f. Completes special projects specific to job.
a. Schedules patient appointments in a timely and efficient manner.
b. Seeks assistance from others when scheduling difficulties occur.
c. Notifies supervisor for greater than 2 day scheduling turn-around.
d. Provides physicians with daily copy of schedule and updates physician when changes occur.
e. Responds to identified/expressed need in a prompt and courteous manner.
f. Picks-up and distributes mail expediently and appropriately; maintains strict confidentiality.
g. Obtains complete registration information for new patients.
h. Processes all accounts payable in a timely manner.
i. Maintains files and records in an organized fashion and keeps information current.
j. Processes typing projects including meeting minutes accurately and in a timely manner.
k. Maintains inventory of office supplies.
l. Presents neat and clean appearance, appropriate for professional health care environment in accordance with hospital and specific policy.
a. Maintains open communication with physicians at all times.
b. Acknowledges individuals in a prompt and courteous manner, making them feel welcome to the physicans office. Communications are courteous, utilizing appropriate statements in a pleasant tone of voice.
d. Focuses attention and communication on the individual being served.
e. Demonstrates congruency between verbal and nonverbal communication.
a. Understand applications and effectively uses hospital and department computer system.
b. Enters, saves, prints and retrieves information from systems.
c. Maintains the printer for proper working order. Loads different forms for different department activity reports.
d. Uses designated equipment effectively, skillfully, and efficiently. Requests
maintenance as needed.
Because you're committed to excellence, you understand the importance of being properly prepared for your role at Mercy. That's why you'll bring to your role the right set of qualifications:
High school diploma or equivalent required.
Minimum of 1 year medical clerical experience required.
Proficiency in computers, Microsoft Office and dictating equipment required. Excellent customer service skills required.
Strong oral and written communication skills required, and must be able to interact with customers of all ages.
We'll Support You at Work and Home
Our foundations are built on dignity and respect. Modern Healthcare Magazine named us as a "top 100 places to work." We go out of our way to help people feel welcomed.
We offer day-one comprehensive health, vision and dental coverage, PTO, and employer-matched retirement funds, even to part-time employees. We're proud to provide tuition reimbursement to help you grow and learn new skills.
What Makes a Good Match for Mercy
Compassion and professionalism go hand-in-hand with us, along with exceptional quality care. Having a positive outlook and a strong sense of advocacy is in perfect step with our mission and vision.
We're also collaborative and are not afraid to do a little extra to deliver excellent care – that's just part of our commitment. If that sounds like a fit for you as well, we encourage you to apply.
- JOB DESCRIPTION SUMMARY:
Under direct supervision and according to detailed instructions, policies, and procedures, provides general secretarial and clerical support for physician's office.
High School Diploma or equivalent.
1 year's experience (Additional education beyond high school may be substituted for experience).
Knowledge in medical terminology
General knowledge of office practices, procedures, and equipment; of business English, spelling, punctuation grammar and arithmetic.
Skill in using a variety of office software applications, such as word processing, spreadsheets, presentation packages, and databases applications to produce documents.
Skill in understanding and following oral and written instructions and in communicating effectively both orally and in writing.
Skill in proofing office correspondence, forms, and other work product for typographical errors, spelling, grammar, and punctuation.
Skill in performing basic arithmetic calculations.
Skill in accurate alphabetical and numeric filing.
Ability to sit, stand and pay close attention to detail.
Ability to concentrate and pay close attention to detail and achieve a high level of efficiency with minimum errors, ability to prioritize work.
Frequent standing, walking, and lifting (up to 20 pounds).
- Normal office environment with little exposure to excessive noise, dust, temperature and the like.
Conditions of Employment
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