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

UMass Memorial Health • Worcester, MA

2d • Onsite

About The Position

Performs secretarial and administrative support for assigned physicians, faculty, or 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 with tact and diplomacy, and may coordinate medical office activities and assigned staff. As a regional float, the position works at Community Medical Group locations within a region as needed, including Marlborough, Westborough, Worcester, and Bolton, and may occasionally travel outside the assigned region. This is a 32-hour-per-week, fully benefited position with a differential in addition to base pay.

Responsibilities include coordinating patient appointments, procedures, and diagnostic testing; registering patients and verifying insurance, referrals, and authorizations; supporting new-patient intake; identifying urgent care needs and escalating them; handling calls and messages; greeting and assisting patients and visitors; and facilitating communication among patients, families, and caregivers. The secretary may escort patients to examination rooms and chaperone examinations as required.

The role also transcribes medical reports, prepares and proofreads correspondence and other documents, maintains patient charts and records in accordance with organizational standards and HIPAA requirements, processes payments and copayments, maintains deposit records, and performs on-site charge entry. Administrative duties include processing routine paperwork, maintaining confidential records, coordinating record retrieval, monitoring supplies and office equipment, and potentially coordinating office activities and staff, training employees, improving procedures, or recording and distributing meeting minutes. The position may also coordinate educational programs and prepare standard physician correspondence.

Work is sedentary and performed indoors in a normal office environment. The scheduled days are Monday, Tuesday, Thursday, and Friday, generally 8:30 a.m. to 5:00 p.m.; exact times may vary based on operational needs.

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, spreadsheets, presentation graphics, databases, and relevant systems such as 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.
• An equivalent combination of education and experience may be substituted where certification, licensure, or registration is not required.

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

• Coordinate medical office activities and assigned staff as needed, including training, scheduling, recommending process improvements, implementing procedures, and monitoring performance.
• Transcribe medical reports from physician 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.
• Attend meetings as recording secretary when needed, and distribute agendas and minutes.
• Coordinate residency, fellowship, clerkship, or graduate and undergraduate education programs when assigned.
• Compose or select standard letters for physicians responding to routine inquiries and procedures.
• 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 phone calls, respond to routine inquiries, and route messages to appropriate caregivers.
• Greet patients and visitors, determine their needs, provide information, and support a courteous experience.
• Act as a liaison among patients, families, and caregivers to support timely communication.
• Escort patients to examination rooms and chaperone examinations as required.
• Prepare, update, and maintain patient charts, records, and other documentation in accordance with organizational standards and HIPAA requirements.
• Collect patient copayments, process payments, and maintain records for daily deposits.
• 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 coordinate retrieval of records as needed.
• Monitor office supply inventory and ensure basic maintenance of office equipment.
• Travel among Community Medical Group locations within the assigned region and occasionally outside the region as required.

Benefits

• The regional float position is fully benefited.
• The position offers a generous differential in addition to base pay.
• A signing bonus may be available; eligibility is confirmed during the interview process.

What This Job Offers

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