Medical Secretary II - Cardiology, Melrose MA

About the role

This position supports the day-to-day secretarial, routine office, supply ordering, and other operational tasks for a single-site cardiology practice. Responsibilities include planning, organizing, assigning, and directing staffing needs; planning work schedules for all physician support assignments; and handling general administrative duties such as producing documents, collecting and filing information, handling mail, preparing routine reports, making travel arrangements, scheduling appointments, responding to inquiries, data entry, and operating office equipment. The role requires basic knowledge of job procedures and tools obtained through work experience, works under moderate supervision, and involves routine problems that may at times require interpretation or deviation from standard procedures.

Schedule

Full-time, 40 hours per week, Monday–Friday, 8:30 am–5:00 pm.

Location

50 Rowe St., Suites 600 and 700, Melrose, MA (Cardiology Practice).

Qualifications

Minimum

• High School diploma or equivalent
• One (1) year of experience in a healthcare setting including staffing and scheduling

Preferred

• Associate’s or Bachelor’s degree
• Three (3) years of experience in a healthcare setting including staffing and scheduling
• Medical transcription experience
• Cardiology office experience (check-in/check-out, booking appointments and procedures, managing incoming patient calls)

Responsibilities

• Handle routine administrative duties for the medical office
• Verify insurance on every registration and educate patients on their insurance status
• Complete prior insurance authorizations and pre-certifications for patient procedures
• Communicate with patients regarding financial responsibilities, bad debt, and collection history
• Secure monies collected during shift and post collections to each patient account with precision
• Schedule appointments for physician visits, diagnostic procedures, tests, and preventative visits per established guidelines
• Set up and maintain office records, patient and office files; periodically review for accuracy and update information
• Obtain insurance billing information from patients and stay current on participating insurance policies
• Act as receptionist: greet and direct patients, visitors, and vendors; maintain a professional, welcoming environment
• Receive transcription, lab correspondence, and other patient documentation; route appropriately per office policies
• Manage all patient tasks including scheduling follow-up appointments
• Order office supplies and maintain appropriate supply levels
• Assist in care and maintenance of equipment
• Register patients in the Practice Management System
• Retrieve medical necessity documentation, ICD-10 codes, and CPT codes; submit for insurance review
• Communicate with patients, physicians, and insurance companies on authorization status
• Determine procedure costs via order entry or charge reference manual
• Assess each patient’s financial and insurance status; educate on coverage options, financial assistance, and payment processes
• Collect payments due for procedures or office visits; provide change and/or receipts
• Run money journal at end of shift; ensure balance between postings and collections
• Turn in monies to assigned cashier accountant
• Provide patient education regarding office guidelines

Physical Requirements

• Frequent sitting; occasional standing, walking, and lifting of 10–15 lbs
• May be exposed to dust and other typical office-like discomforts
• Manual dexterity for fine hand manipulations (computer keyboard operation)
• Ability to see computer screen and read reports
• Ability to hear instructions from physicians and clinical/nursing staff

Skills & Abilities

• Computer literacy: familiarity with word processing, electronic spreadsheets, and ability to learn new applications
• Excellent interpersonal and customer service skills, including telephone skills
• High degree of tact for frequent interaction with patients, physicians, and insurance companies
• Strong business skills: understanding of healthcare expenses, billing, revenue, and reimbursement models and their impact on business plans
• Ability to develop recommendations based on analysis, lead teams, and drive decisions
• Excellent organizational skills with attention to detail
• Knowledge of medical terminology
• Ability to work independently with minimal supervision on routine matters
• Ability to prioritize work and remain flexible with assignments
• Self-motivated

Pay

Hourly range: $18.81 – $23.51 (based on full-time equivalent). Individual offers consider relevant experience, certifications, education, skills, and internal equity.