Medical Secretary - Malden Family Practice

Tufts Medicine•Malden, MA

5d•$19 - $24•Onsite

About The Position

The Medical Secretary supports the day-to-day secretarial, routine office, supply-ordering, and operational tasks for a single medical office site. The position plans, organizes, assigns, and directs staffing needs, including planning work schedules for physician support assignments. It provides administrative and business support to help the organization achieve operational goals, working under moderate supervision and handling routine matters that may sometimes require interpreting or adapting standard procedures. The role handles patient registration, insurance verification and authorizations, appointment scheduling, records and correspondence, financial communications and collections, office supply ordering, and receptionist duties. It also supports patients, physicians, and insurers by communicating authorization status, explaining financial responsibilities and coverage options, and providing education about office guidelines. The role is scheduled for 40 hours per week, Monday through Friday, from 8:30 a.m. to 5:00 p.m., at 578 Main Street, Suite 201, Malden, MA 02148. The stated pay range is $18.81–$23.51, based on full-time equivalent. The position requires frequent sitting, occasional standing or working, lifting 10–15 pounds, fine hand dexterity for computer keyboard use, and the ability to see computer screens and read reports and hear instructions. The work environment may include dust and other typical office-like discomforts.

Requirements

High school diploma or equivalent.
At least one year of healthcare experience, including staffing and scheduling.
Computer literacy, including familiarity with word-processing programs and electronic spreadsheets, and ability to learn new applications.
Excellent interpersonal, customer-service, and telephone skills.
Tact in frequent interactions with patients, physicians, and insurance companies.
Business skills, including understanding healthcare expenses, billing, revenue, and reimbursement models and their effect on business plans.
Ability to develop recommendations based on analysis, lead teams, and drive decisions.
Strong organizational skills and attention to detail.
Knowledge of medical terminology.
Ability to work independently with minimal supervision on routine matters.
Ability to prioritize work and remain flexible with work assignments.
Self-motivated.
Ability to perform frequent sitting, occasional standing or working, and lift 10–15 pounds.
Manual dexterity for computer keyboard operation, ability to see computer screens and read reports, and ability to hear instructions from physicians and clinical or nursing staff.

Nice To Haves

Associate’s or bachelor’s degree.
Three years of healthcare experience, including staffing and scheduling.
Medical transcription experience.

Responsibilities

Handle routine administrative duties for the medical office.
Verify insurance at every registration and educate patients about their insurance status.
Complete prior insurance authorizations and pre-certifications for patient procedures.
Communicate with patients about procedure-related financial responsibilities and discuss bad debt or collection history.
Secure money collected during the shift and accurately post collections to patient accounts.
Schedule physician visits, diagnostic procedures, tests, and preventative visits according to established guidelines.
Set up and maintain office records and patient and office files, reviewing them periodically for accuracy and updating information.
Obtain insurance billing information from patients and stay current with participating insurers’ policies.
Greet and direct patients, visitors, and vendors as a receptionist, maintaining a professional and welcoming environment.
Receive transcription, laboratory correspondence, and other patient documentation and route it according to office policies and procedures.
Manage patient-related tasks, including scheduling follow-up appointments.
Order office supplies and maintain appropriate supply levels; assist with equipment care and maintenance.
Register patients in the Practice Management System.
Retrieve medical-necessity documentation, ICD-10 codes, and CPT codes and submit them for insurance review.
Communicate with patients, physicians, and insurance companies about authorizations and their status.
Determine procedure costs using order entry or a charge reference manual.
Assess patients’ financial and insurance status and educate them about coverage options, financial assistance, and payment processes.
Collect payments for procedures or office visits and provide change and/or receipts.
Run the money journal at the end of the shift and ensure postings balance with collections.
Turn in monies to the assigned cashier accountant.
Educate patients about office guidelines.
Plan, organize, assign, and direct staffing needs and plan work schedules for physician support assignments.