Medical Secretary - Internal Medicine

Hours : 40 hours per week; Monday through Friday from 8 : 30 AM to 5 : 00 PM.

Location : 100% Onsite at 888 Main St in Wakefield, Massachusetts.

Position Summary : Responsible for all secretarial, routine office duties and requisitioning of supplies to aid in the smooth functioning of the physician office.

Essential Duties & Responsibilities

• Handles routine administrative duties for the Medical Office. Registers patients in Practice Management System the demographics of the patient matching to system information (record numbers, dates of birth, addresses, Correct Phone Numbers, etc).
• Schedules appointments for physician visits, diagnostic procedures, tests and preventative visits in accordance with established guidelines.
• Sets up and maintains office records, patient and office files, periodically reviewing for accuracy and updating information.
• Obtains insurance billing information from patients and must keep abreast of policies of participating HMOs.
• Acts as a receptionist by greeting and directing patients, visitors and vendors. Maintains professional attitude and provides for a positive and welcoming environment.
• If Applicable- Print and send reminder letters to patients for future appointments.
• Receives all transcription, lab correspondence and other documentation pertaining to patients and routes appropriately according to established policies and procedures of the office.
• Makes calls to patients to confirm appointments and reminds patients that co-payment is due at the time of visit.
• Ability to interface with one or more HHMA physician offices handling their specific procedures and requirements.
• Manages all patient existing tasks including, but not limited to, scheduling of follow up appointments. Provides patient education regarding the guidelines of the office

Other Duties & Responsibilities

• Order office supplies and maintain appropriate level of supplies. Assist in the care and maintenance of equipment.
• Maintain established hospital and HHMA policies, procedures, standards and objectives. Attends required meetings.
• Maintains professional growth and development through participation in seminars, workshops and professional affiliations.
• Maintains professional attitude and cooperative working relationship with all members of the health care team.
• Maintains patient confidentiality and professionalism in handling difficult situations.
• Performs administrative tasks for the physicians and professional staff as requested.
• Must be willing and able to travel to other practice locations as needed.
• Performs other duties designated by the Manager or Director.

Knowledge, Skills, and Abilities Required

EDUCATION : High School Diploma or equivalent. Up to 2 years of further education or training in business administration or healthcare related course of study or comparable education preferred.

EXPERIENCE : 1-3 years progressively responsible experience in a health care setting, preferably in a physician’s office.

Knowledge of medical terminology helpful.

SKILLS / ABILITIES : Ability to work independently with a minimum of supervision in routine matters. Excellent interpersonal and organizational skills.

Computer skills to include all Microsoft Office programs. Previous billing experience a plus, must be highly motivated and dependable.

Working Conditions

Physical Environment : Frequent sitting, occasional standing & walking, and lifting of 5-10 lbs.

Manual Dexterity : Requires manual dexterity using fine hand manipulations.

Audible / Visual Demands : Requires ability to see computer screen and reports.

Scope of Position Responsibilities

For Supervision : Not applicable

For Internal / External Relationships : Frequent contact with patients, physicians and other office or hospital staff.

Limits of Authority : Establishes own work plan and priorities, using and / or modifying established procedures to assure timely completion of assigned work in conformance with established department policies and standards.

Reviews problems lacking clear precedent with Director prior to taking action.