Senior Medical Secretary

Hours: Per-Diem. Operating hours are from 8:00 AM to 4:30 PM. Saturdays required from 7:00 AM to 4:00 PM.

Location: Onsite at MWH Breast Center.

Job Profile Summary 

​This role focuses on providing administrative and business support to the organization in order to achieve operational goals.  In addition, this role focuses on performing the following General Administration duties: Produces documents, collects, records, sorts and files information, handles mail, prepares routine reports, makes travel arrangements, arranges appointments, responds to inquiries, data entry, and operates office equipment.   An organizational related support or service (administrative or clerical) role or a role that focuses on support of daily business activities (e.g., technical, clinical, non-clinical) operating in a “hands on” environment.  The majority of time is spent in the delivery of support services or activities, typically under supervision.  A senior level role that requires broad knowledge of operational procedures and tools obtained through extensive work experience and may require vocational or technical education.  Works under limited supervision for routine situations, provides assistance and training to lower level employees, and problems typically are not routine and require analysis to understand. 

Job Overview 

This position is responsible for overseeing the day-to-day secretarial, routine office, supply ordering, and other operational tasks in support of a single site.  This includes planning, organizing, assigning and directing staffing needs. Plans work schedules for all physician support assignments. 

Job Description 

Minimum Qualifications: 

1.  High School diploma or equivalent. 

2.  Three (3) years of experience in a healthcare including staffing and scheduling. 

Preferred Qualifications: 

1. Associate’s or Bachelor’s degree. 

2. Five (5) years of experience in a healthcare including staffing and scheduling. 

Duties and Responsibilities: The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list.  Other duties and responsibilities may be assigned. 

1. Schedules appointments for physician visits, diagnostic procedures, tests, and preventative visits.  

2. Sets-up and maintains office records, patient and office files, periodically reviewing for accuracy and updating information. 

3. Handles routine administrative details for the Medical Office.  

4. Verifies insurance on every registration and educates patients on their insurance status.  

5. Completes prior insurance authorizations and pre-certifications for patient procedures.  

6. Communicates with patient regarding their financial responsibilities for the procedure and discuss any bad debt or collection history.  

7. Secures monies collected during shift and post collections to each patient account with precision.  

8. Submits or inquires about patient referrals in a timely fashion, utilizing CPT codes and ICD 9 codes, into the POS machine and REVS Internet for options regarding submission or retrieval of referrals. 

9. Answers telephone calls and triages nature of call as urgent, acute or routine based on medical knowledge.  

10. Acts as receptionist by greeting and directing patients, visitors and vendors. Maintains professional attitude and provides positive, welcoming environment. 

11. Enters standing orders in the computer system for patients who present with weekly or monthly lab testing requirements.  

12.  Maintains daily quality assurance report and review all patient accounts ensuring that insurance has been verified, subscriber field is correct, patient demographics are correct, employer name is correct, etc.  

13. Follows office procedure during any computer downtime operation.  

14. Opens and closes the office.  

15. Receives all transcription and lab correspondence and other documentation pertaining to patients and routes appropriately for required signatures according to established policies and procedures and by law. 

16. Maintains proper documentation in the medical records to ensure compliance with both quality and legal requirements. 

17. Interfaces with other physician offices handling specific procedures and requirements.  

18. Manages all patient existing tasks including, but not limited to, scheduling of follow up appointments. Provides patient education regarding the guidelines of the office. 

19. Processes incoming mail and lab work.  

20. Maintains and orders office supplies and maintain appropriate level of supplies for all departments within the clinic to use. Assist in the care and maintenance of equipment. 

21. Monitors any sick calls and potential staffing issues