Medical Secretary

Description

Job Summary:

The Medical Secretary will perform secretarial and administrative duties as assigned by the practice administrator and/or front office lead using specific knowledge of medical terminology, administration, and practice procedures. Duties may include answering and transferring telephone calls, scheduling patient appointments, completing patient check-out procedures, billing patients, verifying patient insurance, and compiling and recording medical charts, reports, and correspondence. Cross-training and assisting with other positions in the front-office area may be required (ex: medical records, front desk, insurance verification, etc).

Reports to:

• Front Office Team Lead and Practice Administrator.

Essential Duties/Responsibilities:

• Answers telephone calls, ascertains reasons for calls, and direct calls to appropriate staff members.
• Schedules and confirms patient diagnostic appointments, surgeries, and medical consultations.
• Provides information about establishment, such as location of departments or offices, employees within the organization, or services provided.
• Checks patients out after procedures and schedules follow-up visits as needed.
• Operates office equipment, such as voice mail messaging systems, and use word processing, spreadsheet, or other software applications to prepare reports, invoices, financial statements, letters, case histories, or medical records.
• Receives and routes messages and documents such as laboratory results to appropriate staff.
• Takes accurate phone messages and call patients back in a timely manner when needed.
• Verifies patient insurance as assigned and when requested by front office lead and/or practice administrator.
• Performs various clerical and administrative functions such as ordering and maintaining an inventory of supplies.
• Demonstrates exceptional customer service skills and communication skills when speaking with patients.
• Meets department production standards consistently as defined by management.
• As needed, performs bookkeeping duties, such as credits or collections, preparing and sending financial statements or bills, and keeping financial records.
• As needed, interviews patients to complete documents, case histories, and forms such as intake and insurance forms. Compiles and records medical charts, reports, and correspondence using a computer and various software programs. Transmits correspondence and medical records by mail, email, or fax.
• As needed, maintains medical records, technical library, and correspondence files.
• As needed, cross-trains and assists with other position in the front-office area.
• Any other duties as assigned by supervisor or management.

Requirements

Required Knowledge/Skills/Abilities:

• Knowledge of office policies and procedures to accurately answer questions from patients.
• Knowledge of administrative and clerical procedures and systems such as word processing, Microsoft Office, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Knowledge and correct usage of medical terminology.
• Ability to navigate and effectively use EMR. Knowledge and experience with Epic EMR system is preferred.
• Ability to maintain confidentiality and professionalism.
• Ability to effectively and clearly communicate in writing, over the telephone, and in person with physicians, office staff, and patients.
• Ability to work as part of a team and promote a positive work environment.
• Ability to listen and understand information and ideas and adjust actions accordingly.
• Skilled in establishing and maintaining effective working relationships with other employees, patients, and the public.
• Skilled in organization, attention to detail, and task prioritization.
• Skilled in ability to exercise independent judgement and ability to proactively look for ways to help people.
• Skilled in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Skilled in understanding patient needs to provide exceptional customer service.

Education and Experience:

• High school diploma or GED required; Associates degree or higher preferred.
• 2-3 years of previous administrative and clerical medical office experience.
• Experience with patient scheduling, insurance verification, and assessing and