Medical Secretary

About the Role:

The Medical Secretary plays a crucial role in ensuring the smooth operation of the healthcare facility by providing comprehensive administrative support to the Medical Physicians This position is responsible for managing provider's schedule, coordinating meetings, and handling correspondence, which directly impacts the efficiency of the healthcare services provided. The Secretary will also be tasked with maintaining confidential patient records and ensuring compliance with healthcare regulations, thereby contributing to the overall quality of care. By facilitating communication between the provider and other staff members, patients, and external stakeholders, the Secretary helps to foster a collaborative work environment. Ultimately, this role is essential in enabling the providers to focus on strategic decision-making and patient care initiatives.

Minimum Qualifications:

• High school diploma or equivalent; associate's or bachelor's degree in a related field preferred.
• Proven experience as a secretary or administrative assistant, preferably in a healthcare setting.
• Strong organizational skills and attention to detail.

Preferred Qualifications:

• Experience with medical terminology and healthcare regulations.
• Proficiency electronic health record systems such as EPIC and ATHENA
• Ability to handle sensitive information with discretion.

Responsibilities:

• Answer heavy volume of incoming calls.
• Respond to and document all messages received.
• Clear all messages before end of workday.
• Schedule patient appointments as appropriate.
• Discuss patient responsibility upon appointment arrival, co-pays, deductibles, etc.
• Respond to questions from patients and other third-party individuals (e.g. attorneys, case managers, etc).
• Confirm new patient and IME appointments twenty-four (24) hours before scheduled appointment.
• Document all add-on requests.
• Prepare documentation as requested by a physician, including, but not limited to:
• Third party forms (e.g. disability, FMLA, return to school, etc.)
• IME reports and other correspondence.
• Direct patients, as appropriate.
• Maintain physician office schedules and time off schedules, notifying appropriate parties (administration, clinical, etc) of all changes in the physician schedule.
• Process incoming mail for assigned physician(s).
• Advise requesting attorneys of cost for narrative reports and other special services:
• Bill the fees for these special services
• Track payment and completion of special reports.
• Follow all written protocols and procedures of the practice.
• Demonstrate courtesy and helpfulness toward patients and their families.
• Team player is a key for this role.
• Work as a team member within the patient services department and all other departments.
• Must be able to recognize and respond appropriately to urgent/emergent situations.
• Establish and maintain effective working relationships.
• Effectively cope with typical job stress.
• Document work processes as required.
• Other duties as assigned.