Secretary Medical Admin, Sr., Orthopedics, 40 hours, days

UMass Memorial Health•Worcester, MA

22h

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. The role interacts with faculty, medical staff, patients, and UMass Memorial Health administrative leaders and staff, requiring tact and diplomacy. The position may coordinate medical office activities and assigned staff. The role supports physician and academic work through transcription, document preparation and editing, meeting coordination, travel arrangements, and correspondence. It also supports patient-facing operations, including scheduling and registering visits, coordinating procedures, verifying insurance and referrals, handling routine calls, collecting copayments, and coordinating billing information. Additional duties may include administrative paperwork, maintaining confidential records, supporting office staff and equipment, and contributing to quality improvement and compliance. This is a 40-hour-per-week, weekday day-shift position, scheduled Monday through Friday from 8:00 a.m. to 4:30 p.m. The hiring range is $20.94–$29.27 for a full-time schedule; compensation may vary based on scheduled hours, experience, skills, qualifications, and internal equity. A signing bonus may be available, with eligibility confirmed during the interview process.

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, and systems such as Medi-Tech, IDX, and Lynx.
An equivalent combination of education and experience that provides proficiency in the listed responsibilities may be substituted where certification, licensure, or registration is not required.

Responsibilities

May coordinate medical office activities and assigned staff, including training, scheduling work, recommending and implementing process improvements, and monitoring employee performance.
Transcribe physicians’ medical reports from dictation and prepare correspondence, reports, and memoranda 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 serve as recording secretary at meetings 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’ routine responses 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, and pre-admission services.
Coordinate internal and external meetings.
Greet visitors and patients, ascertain their needs, provide standard information, and promote quality customer service.
Receive and address patient-care-related phone calls, provide routine information about procedures and policies, and refer matters as appropriate.
Prioritize problems and respond to emergency needs to interrupt or contact physicians or clinicians within physician guidelines.
Issue and verify patients’ managed-care referrals.
Register patients at each visit using computer-based 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, including academic materials and medical records, and coordinate medical-record retrieval.
Maintain adequate office-supply inventory and basic office equipment.
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 practices in daily operations.
Ensure compliance with health and safety requirements and regulatory agencies, including the Department of Public Health.
Comply with departmental policies and objectives; attend required meetings and seminars; follow health and safety regulations; demonstrate respect and professionalism; maintain regular, reliable, and predictable attendance; and perform other similar duties as required.