Sr. Medical Admin Secretary, Regional Float Pool, 32 Hours, Days

UMass Memorial Health • Worcester, MA

1d • $17 - $32 • Onsite

About The Position

Performs secretarial and administrative support for assigned physicians, faculty, and medical service line chiefs, requiring knowledge of medical office procedures and UMass Memorial Health business and academic administrative practices. The role interacts with faculty, medical staff, patients, and administrative staff, and may coordinate medical office activities and assigned staff. As a regional float, this position works at Community Medical Group locations within a region as needed, including Marlborough, Westborough, Worcester, and Bolton. The position is 32 hours per week and is fully benefited, with a differential in addition to base pay.

Responsibilities include coordinating patient scheduling, registration, and care-related logistics; answering calls and greeting patients and visitors; supporting communication among patients, families, and caregivers; transcribing medical reports and preparing correspondence and other documents; maintaining patient charts and records; processing payments and charges; and performing routine office administration. The role may also help coordinate and train assigned staff, attend meetings as recording secretary, or coordinate education programs.

The work is sedentary and performed indoors in a normal office environment. The schedule is Monday, Tuesday, Thursday, and Friday, generally 8:30 a.m. to 5:00 p.m.; exact times may vary based on operational need. The position requires travel to Community Medical Group sites within a specific region and occasional travel outside the assigned region.

Requirements

• High school diploma or equivalent.
• Massachusetts driver's license and reliable transportation to travel to Community Medical Group sites within a specific region.
• 6–12 months of additional specialized medical secretarial or medical office training and 2–3 years of medical secretarial or administrative support experience.
• Proficiency with word processing, spreadsheet, presentation graphics, and database software; listed systems include Medi-Tech, IDX, and Lynx.
• Willingness to travel outside the assigned region occasionally when required.
• Proficiency in Microsoft Office Suite.
• Strong organizational, communication, and customer service skills.
• Ability to maintain confidentiality of patient and organizational information.
• Demonstrated ability to manage multiple priorities in a fast-paced environment.
• Equivalent combinations of education and experience may substitute for stated requirements when they provide proficiency in the areas of responsibility.

Nice To Haves

• Completion of a medical secretary, medical assistant, or related vocational training program.
• One year of experience in a medical office or healthcare setting.
• Proficiency in electronic health record (EHR) systems.
• Familiarity with medical terminology, insurance authorization processes, and clinical workflows.

Responsibilities

• May coordinate medical office activities and assigned staff, including training, scheduling work, recommending process improvements, implementing procedures, and monitoring employee performance.
• Schedule and coordinate inpatient and outpatient visits, procedures, and diagnostic testing with patients, caregivers, and ancillary services.
• Register patients, verify insurance coverage and eligibility, and obtain required referrals or authorizations.
• Assist with new-patient intake by collecting demographic and insurance information.
• Identify urgent patient-care needs and escalate them to providers or clinical staff.
• Answer and screen calls, respond to routine inquiries, and route messages to appropriate caregivers.
• Greet patients and visitors, determine their needs, provide information about procedures and policies, and support a professional and courteous experience.
• Serve as a liaison among patients, families, and caregivers to support timely communication.
• Escort patients to examination rooms and chaperone examinations as required.
• Transcribe medical reports from dictation and prepare correspondence, reports, memos, and other documents.
• Proofread and edit manuscripts, grant applications, academic and professional papers, and other materials for grammar, spelling, format, and style.
• Compose or prepare standard letters and forms for physicians' responses to routine inquiries and procedures.
• Prepare, update, and maintain patient charts, records, and other documentation in accordance with organizational standards and HIPAA regulations.
• Collect patient copayments, process payments, and maintain daily deposit records.
• Perform on-site charge entry for billing submission.
• Prepare and process routine administrative paperwork, including expense and purchase requisitions and time sheets.
• Maintain confidential medical and administrative files and records and coordinate record retrieval as needed.
• Monitor office supply inventory and ensure basic maintenance of office equipment.
• Attend meetings as recording secretary when required and distribute agendas and minutes.
• May coordinate divisional residency, fellowship, clerkship, or graduate or undergraduate education programs.

Benefits

• Fully benefited position
• Signing bonus may be available, subject to eligibility confirmation by the Recruitment Team
• Generous differential in addition to base pay

What This Job Offers

• Job Type: Part-time
• Career Level: Senior
• Education Level: High school or GED