Sr. Medical Admin Secretary, Sterling Pediatrics, 40 Hours, Days

UMass Memorial Health•Sterling, MA

1d•$17 - $32•Onsite

About The Position

The Sr. Medical Admin Secretary provides advanced administrative and clerical support to physicians, advanced practice providers, and clinical staff. The role supports the operational efficiency of a medical office and requires professionalism, confidentiality, and strong customer service. Duties include patient scheduling and registration, communication with patients and caregivers, preparation and maintenance of medical documentation, billing and financial processing, and office administration. The position may also coordinate office operations and staff activities, train and mentor administrative personnel, manage complex scheduling and program support, and act as a liaison for clinical, academic, and administrative functions. This is a 40-hour-per-week position at Sterling Pediatrics. The schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m., on the day shift. Work is sedentary and performed indoors in a normal office environment.

Requirements

High school diploma or equivalent.
At least 2 years of experience in a medical office or healthcare setting (listed as required in one qualification section of the posting).
Proficiency in Microsoft Office Suite.
Proficiency in electronic health record (EHR) systems (listed as required in one qualification section of the posting).
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.

Nice To Haves

Completion of a medical secretary, medical assistant, or related vocational training program.
Previous administrative support experience in an academic medical office.
Familiarity with medical terminology, insurance authorization processes, and clinical workflows.
One year of experience in a medical office or healthcare setting (listed as preferred in one qualification section of the posting).
Proficiency in electronic health record (EHR) systems (listed as preferred in one qualification section of the posting).

Responsibilities

Schedule and coordinate inpatient and outpatient visits, procedures, and diagnostic testing in collaboration 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 as appropriate.
Answer and screen phone calls, respond to routine inquiries, and route messages to appropriate caregivers.
Greet patients and visitors, identify their needs, explain procedures and policies, and provide a professional, courteous experience.
Act as a liaison between patients, families, and caregivers to support timely communication.
Escort patients to examination rooms and chaperone examinations as required.
Transcribe dictated medical reports and prepare correspondence, reports, memos, and other documents.
Proofread and edit materials for grammar, spelling, format, and style; prepare standard letters and forms for review.
Prepare, update, and maintain patient charts, records, and other documentation in accordance with organizational standards and HIPAA regulations.
Arrange and coordinate meetings, prepare and distribute agendas, and record and distribute minutes.
Make travel arrangements for conferences, meetings, and other events.
As assigned, coordinate residency, fellowship, clerkship, or other educational programs, including schedules, requirements, and related documentation.
Collect patient copayments, process payments, and maintain records for daily deposits.
Enter on-site charges for submission to billing.
Prepare and process routine administrative paperwork, including expense and purchase requisitions and timesheets.
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.
Potentially coordinate office operations and staff activities, train and mentor administrative personnel, manage complex scheduling and program support, and serve as a primary liaison for clinical, academic, and administrative functions.