Sr. Medical Admin Secretary, Family Medicine Shrewsbury Street, 40 Hours, Days

UMass Memorial Health•Worcester, MA

About The Position

The Sr. Medical Admin Secretary provides advanced administrative and clerical support to physicians, advanced practice providers, and clinical staff in Family Medicine. The role performs the full scope of medical administrative secretary responsibilities and 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 position supports efficient medical office operations while maintaining professionalism, confidentiality, and high standards of customer service. The position is scheduled Monday through Friday, generally 8:15 a.m. to 4:45 p.m.; exact times may vary based on operational needs. It is a 40-hour-per-week day-shift position. Work is sedentary and takes place 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 qualifications section).
Proficiency in Microsoft Office Suite.
Proficiency with electronic health record (EHR) systems (listed as required in one qualifications section).
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 is listed as preferred in a second qualifications section.
Proficiency with electronic health record (EHR) systems is listed as preferred in a second 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; secure required referrals or authorizations; and 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 about procedures and policies, and provide a professional, 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; and prepare standard letters and forms for review.
Prepare, update, and maintain patient charts, records, and 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.
As assigned, coordinate residency, fellowship, clerkship, or other educational programs, including schedules, requirements, and related documentation.
Collect patient copayments, process payments, maintain daily deposit records, and perform on-site charge entry for billing.
Prepare and process routine administrative paperwork, including expense and purchase requisitions and timesheets.
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.