Secretary Medical Admin, Sr. (Franklin Wrentham Family Medicine) - 40 hours, days

UMass Memorial Health•Franklin, MA

About The Position

Performs secretarial and administrative support services for assigned physicians, faculty, or medical service line chiefs. The work requires thorough knowledge of medical office procedures and UMass Memorial Health business and academic administrative practices, and involves interaction with faculty, medical staff, patients, and administrative personnel with tact and diplomacy. The role may coordinate medical office activities and assigned staff. Responsibilities include medical transcription and preparation and editing of correspondence and other documents; arranging meetings and travel; coordinating patient visits and procedures; assisting patients and visitors; handling patient-care calls and referrals; registering patients and verifying insurance; collecting copayments and supporting billing processes; processing administrative paperwork; maintaining confidential files and records; and helping maintain office supplies and equipment. The position also supports quality improvement and compliance with health and regulatory requirements. All responsibilities are essential job functions.

Requirements

High school diploma.
Six to twelve months of additional specialized medical secretarial or medical office training.
Two to three years of medical secretarial or administrative support experience.
Proficiency with word processing, spreadsheet, presentation graphics, and database software, as well as Medi-Tech, IDX, Lynx, or similar systems.
An equivalent combination of education and experience that provides proficiency in the listed responsibilities may be substituted for the stated requirements, unless certification, licensure, or registration is required.

Responsibilities

May coordinate medical office activities and assigned staff, including training, scheduling work, recommending and implementing process improvements, and monitoring performance.
Transcribe medical reports from physician dictation and prepare correspondence, reports, memos, and other materials from drafts, models, or dictation.
Proofread and edit manuscripts, grant applications, academic and professional papers, and other materials for grammar, spelling, format, and style.
May attend meetings as recording secretary and distribute agendas and minutes.
May coordinate divisional residency, fellowship, clerkship, or graduate or undergraduate education programs.
Compose or select standard form letters for physicians’ responses to routine inquiries and procedures.
Arrange faculty meetings and activities and make travel arrangements for trips and conferences.
Schedule and coordinate inpatient and outpatient visits and medical procedures with admitting, the operating room, testing centers, pre-admission, and other services.
Coordinate internal and external meetings.
Greet visitors and patients, determine their needs, provide standard information, and foster quality customer service.
Receive and address patient-care-related calls, provide routine information, and refer matters to the appropriate department contact.
Prioritize problems and respond to emergency needs to interrupt or contact physicians or clinicians according to physician guidelines.
Issue and verify managed care referrals.
Register patients for visits using computerized patient registration and scheduling systems.
Verify patient insurance coverage and eligibility.
Escort patients to examination rooms and chaperone patients as required.
Collect patient copayments, maintain records, and make daily cash deposits.
May perform on-site charge entry using computer-based systems.
Batch daily encounter forms and submit or relay forms and information to the billing office.
May process business-office paperwork, including purchase and employment requisitions, timesheets, and expense vouchers, and follow up to expedite action or report delays.
Guide departmental personnel on medical office and UMass Memorial Health administrative policies and procedures.
May provide work guidance to office clerical staff.
Maintain confidential and sensitive files and records for administrative, academic, and medical functions, and coordinate medical-record retrieval.
Maintain adequate office-supply inventory and basic office-equipment maintenance.
May coordinate basic setup and maintenance of office computers and associated equipment and ensure timely service.
Participate in performance-improvement initiatives and apply quality improvement in daily operations.
Ensure compliance with health and safety requirements and regulatory agencies such as the Department of Public Health.