Medical Admin Secretary

Texas Tech University • El Paso, TX

1d • Onsite

About The Position

Performs specialized clerical and secretarial duties in direct support of a Department Chair within the Health Science Center. Employees in this position are responsible for performing varied and complex office duties which require a thorough knowledge of departmental and institutional policies and procedures, as well as medical and scientific terminology. Employees in this classification may be responsible for supervising a small clerical unit. Work is performed under general office conditions requiring a high degree of telephone and personal contact with HSC faculty, staff, patients, and outside professionals. Work is also performed under pressure of deadlines, which may include frequent requests for urgent reports. Texas Tech Health El Paso (TTEP) is not considering applications from individuals who require sponsorship for an employment visa, including those with H1B visas or those currently on student or postgraduate visas. Additionally, this position is not eligible for remote or hybrid opportunities. All work is required to be performed onsite at TTEP. Provides administrative support for the SDM Oral Pathology Laboratory Director and oral pathology operations, including clinical laboratory services, patient billing, and academic functions. Responsibilities include clinical laboratory database and specimen log entry; medical transcription and report preparation; sending reports to clinicians; processing requests for loan and/or review of pathology materials with proper consent documentation; reviewing specimen requisitions for completeness and accuracy; laboratory log maintenance; preparing and sending biopsy kits; coordinating courier services; digital scanning of laboratory records and slides; submitting billing information; delivery and pick-up of materials from departments and laboratory service providers; and assisting with literature searches and article retrieval as needed. Serve as the main point of contact for oral pathology. Answer phones and respond to inquiries professionally and effectively. Screen calls, draft correspondence, manage contact lists, monitor fax communications, and respond in a timely manner. Interact with internal and external customers, including faculty, staff, clinicians, patients, vendors, and service providers. Build and maintain trusted relationships with stakeholders and refer customers to appropriate contacts when needed. Assist with management of patient billing accounts for the oral pathology biopsy service. Duties include, but are not limited to, patient registration, insurance claim submission and follow-up, reviewing posted transactions, tracking reimbursement requests for uninsured patients and uncovered services, responding to billing inquiries, collecting unpaid balances, and posting payments and rejections. Review medical record documentation for billing accuracy and compliance, assist with denial corrections and appeals, support billing and collections reporting, and maintain confidentiality in accordance with HIPAA and applicable regulations. Support oral pathology faculty in academic and administrative tasks, including preparation of correspondence, handling incoming and outgoing mail and packages, grade entry, posting educational materials in learning management systems, reviewing assignment submissions for completeness, and providing clerical support for committees and academic functions. Schedule meetings, coordinate appointments, and manage calendars to optimize faculty time. Procurement, vendor engagement, travel requests, and reimbursements: Ensure timely payment for vendor services. Purchase supplies, maintain laboratory and office inventories, monitor procurement card transactions, and generate required reports. Initiate and process travel, meeting attendance, professional membership requests, and expense reimbursements. Remain current with all licensure, certification, & mandatory compliance & training requirements for this position. Adhere to all policies, procedures, and practices (Regents Rules, TTUS, HSCEP OPs, etc.). Personally & consistently demonstrate, display & act in accordance with TTHEP's Values (Service, Respect, Accountability, Integrity, Advancement, and Teamwork). Serve as a Values leader while actively promoting and encouraging staff across the institution. Perform all other duties as assigned.

Requirements

• High school diploma or GED.
• At least twelve (12) months experience as a Senior Medical Secretary at TTUHSC; OR Five (5) years experience in a progressively responsible secretarial position with three (3) years in a medical or scientific setting.
• Two to four years of relevant experience working in an oral pathology laboratory.
• Experience in academic faculty support, including but not limited to working with learning management systems, student grade entry and educational resources.
• Experience in pathology medical transcription, patient billing, and CLIA compliance.

Nice To Haves

• Insurance Coding Certificate highly preferred.

Responsibilities

• Provides administrative support for the SDM Oral Pathology Laboratory Director and oral pathology operations, including clinical laboratory services, patient billing, and academic functions.
• Clinical laboratory database and specimen log entry; medical transcription and report preparation; sending reports to clinicians; processing requests for loan and/or review of pathology materials with proper consent documentation; reviewing specimen requisitions for completeness and accuracy; laboratory log maintenance; preparing and sending biopsy kits; coordinating courier services; digital scanning of laboratory records and slides; submitting billing information; delivery and pick-up of materials from departments and laboratory service providers; and assisting with literature searches and article retrieval as needed.
• Serve as the main point of contact for oral pathology.
• Answer phones and respond to inquiries professionally and effectively.
• Screen calls, draft correspondence, manage contact lists, monitor fax communications, and respond in a timely manner.
• Interact with internal and external customers, including faculty, staff, clinicians, patients, vendors, and service providers.
• Build and maintain trusted relationships with stakeholders and refer customers to appropriate contacts when needed.
• Assist with management of patient billing accounts for the oral pathology biopsy service.
• Patient registration, insurance claim submission and follow-up, reviewing posted transactions, tracking reimbursement requests for uninsured patients and uncovered services, responding to billing inquiries, collecting unpaid balances, and posting payments and rejections.
• Review medical record documentation for billing accuracy and compliance, assist with denial corrections and appeals, support billing and collections reporting, and maintain confidentiality in accordance with HIPAA and applicable regulations.
• Support oral pathology faculty in academic and administrative tasks, including preparation of correspondence, handling incoming and outgoing mail and packages, grade entry, posting educational materials in learning management systems, reviewing assignment submissions for completeness, and providing clerical support for committees and academic functions.
• Schedule meetings, coordinate appointments, and manage calendars to optimize faculty time.
• Procurement, vendor engagement, travel requests, and reimbursements: Ensure timely payment for vendor services.
• Purchase supplies, maintain laboratory and office inventories, monitor procurement card transactions, and generate required reports.
• Initiate and process travel, meeting attendance, professional membership requests, and expense reimbursements.
• Remain current with all licensure, certification, & mandatory compliance & training requirements for this position.
• Adhere to all policies, procedures, and practices (Regents Rules, TTUS, HSCEP OPs, etc.).
• Personally & consistently demonstrate, display & act in accordance with TTHEP's Values (Service, Respect, Accountability, Integrity, Advancement, and Teamwork).
• Serve as a Values leader while actively promoting and encouraging staff across the institution.
• Perform all other duties as assigned.

Benefits

• Compensation is commensurate upon the qualifications of the individual selected and budgetary guidelines of the hiring department, as well as, the institutional pay plan.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED