Secretary Medical Admin, Sr. (Northbridge Pediatrics) - 27 hours, days

About the role

The Secretary, Medical Admin Sr position supports physicians, advanced practice providers, and clinical staff at UMass Memorial Health. This role includes advanced administrative and clerical support, patient scheduling, communication, and financial processing.

Responsibilities

• Schedules and coordinates inpatient and outpatient visits, procedures, and diagnostic testing.
• Registers patients, verifies insurance coverage and eligibility, and secures required referrals or authorizations.
• Assists with new patient intake, including collecting demographic and insurance information.
• Identifies urgent patient-care needs and escalates to providers or clinical staff as appropriate.
• 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.
• 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.
• 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.
• Collections patient copayments, processes payments, and maintains records for daily deposits.
• Performs on-site charge entry for submission to billing.
• 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.
• Captains medical office activities, including training, scheduling work for assigned staff, providing guidance on policies and procedures, recommending process improvements, and monitoring performance.

Qualifications

• High School diploma or equivalent.
• Completion of a medical secretary, medical assistant, or related vocational training program preferred.
• 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.
• Previous experience providing administrative support in an academic medical office preferred.
• Familiarity with medical terminology, insurance authorization processes, and clinical workflows preferred.