Secretary, Medical Admin Sr (Bellingham Med Associates) - 40 hours, days

Patient Scheduling, Registration, and Coordination

• Schedules and coordinates inpatient and outpatient visits, procedures, and diagnostic testing, collaborating with patients, caregivers, and ancillary services to ensure accuracy and timeliness.
• Registers patients, verifies insurance coverage and eligibility, and secures required referrals or authorizations.
• Aids with new patient intake, including collecting demographic and insurance information.
• Identifies urgent patient-care needs and escalates to providers or clinical staff as appropriate.

Communication and Customer Service

• Answers and screens phone calls, responds to routine inquiries, and routes messages to appropriate caregivers.
• Greets visitors and patients, determines their needs, provides information on procedures and policies, and ensures a professional, courteous experience.
• Serves as liaison between patients, families, and caregivers to promote timely and effective communication.
• Escorts patients to examination rooms and chaperones examinations as required.

Documentation, Transcription, and Correspondence

• Transcribes medical reports from dictation and produces correspondence, reports, memos, and other documents.
• Proofreads and edits materials for grammar, spelling, format, and style.
• Composes or prepares standard letters and forms for review.
• Prepares, updates, and maintains patient charts, records, and other documentation in accordance with organization standards and HIPAA regulations.

Meeting, Program, and Faculty Support

• Arranges and coordinates internal and external meetings; prepares and distributes agendas; records and distributes minutes.
• Makes travel arrangements for conferences, meetings, and other events.
• May coordinate residency, fellowship, clerkship, or other educational programs, including schedules, requirements, and related documentation, as assigned.

Billing and Financial Processing

• Collections patient copayments, processes payments, and maintains records for daily deposits.
• Performs on-site charge entry for submission to billing.

Office and Administrative Operations

• Prepares and processes routine administrative paperwork, such as expense/purchase requisitions, and time sheets, ensuring timely submission.
• Maintains confidential files and records for medical and administrative purposes; coordinates retrieval of records as needed.
• Maintains office supply inventory and ensures basic maintenance of office equipment.
• Captures medical office activities, including training, scheduling work for assigned staff, providing guidance on policies and procedures, recommending process improvements, and monitoring performance.

Qualifications

• Required: High School diploma or equivalent.
• Preferred: Completion of a medical secretary, medical assistant, or related vocational training program.
• Experience/Skills: 2 years of experience in a medical office or healthcare setting; proficiency in Microsoft Office Suite and electronic health record (EHR) systems; 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.
• Preferred: Previous experience providing administrative support in an academic medical office; familiarity with medical terminology, insurance authorization processes, and clinical workflows.