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

UMass Memorial Health•Sterling, MA

About The Position

The Sr. Medical Admin Secretary provides advanced administrative and clerical support to physicians, advanced practice providers, and clinical staff at Sterling Pediatrics. The role supports patient scheduling, registration, communication, documentation, billing, and office operations, while maintaining professionalism, confidentiality, and high standards of customer service. The position may coordinate office operations and staff activities, train and mentor administrative personnel, manage complex scheduling and program support, and serve as a liaison for clinical, academic, and administrative functions. The role is scheduled Monday through Friday, 8:00 a.m. to 4:30 p.m., for 40 hours per week, on the day shift. Work is sedentary and performed indoors in a normal office environment. The listed hiring range is $17.06–$32.23 based on a 40-hour schedule; final compensation may vary based on scheduled hours, experience, skills, qualifications, and internal equity. A signing bonus may be available, subject to eligibility confirmation.

Requirements

High school diploma or equivalent.
Two years of experience in a medical office or healthcare setting; a separate section of the posting lists one year as preferred experience.
Proficiency in Microsoft Office Suite.
Proficiency in electronic health record (EHR) systems is listed as required in one section and preferred in another.
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.
Experience in a medical office or healthcare setting (one year is listed as preferred in a separate qualifications section).
Proficiency in electronic health record (EHR) systems (listed as preferred in a separate qualifications section).

Responsibilities

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 secure 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, determine their needs, provide information on procedures and policies, and ensure a courteous experience.
Serve as a liaison between 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 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 internal and external meetings; prepare and distribute agendas and record and distribute minutes.
Make travel arrangements for conferences, meetings, and other events.
Coordinate residency, fellowship, clerkship, or other educational programs, including schedules, requirements, and related documentation, as assigned.
Collect patient copayments, process payments, and maintain daily deposit records.
Perform on-site charge entry for submission to billing.
Prepare and process routine administrative paperwork, such as expense and purchase requisitions and time sheets.
Maintain confidential medical and administrative files and records, and coordinate retrieval of records as needed.
Monitor office supply inventory and ensure basic maintenance of office equipment.
May coordinate office operations and staff activities, train and mentor administrative personnel, and manage complex scheduling and program support.