GENERAL SUMMARY 

The Medical Secretary requires competency in a range of tasks to ensure the effective and efficient running of the office which includes all appointments scheduled, accuracy of patients' records and professional communication with patients, client agencies, physicians and consultants. The Medical Secretary provides clerical support to the clinical team by writing letters, updating records and completing other general administrative tasks.

ESSENTIAL JOB FUNCTION/COMPETENCIES

Responsibilities include but are not limited to:

• Compiles and records medical charts, reports, and correspondence.
• Answers telephone, schedules appointments, and greets and directs patients, salespeople, and visitors.
• Instructs new patients in completion of medical history and information forms. Confirms patients' insurance eligibility with insurance companies.
• Call insurance companies for pre-authorization and pre-certification for procedures and high-end medications administered in the office.
• Coordinates with the primary care physician offices for HMO referrals and test/medications that need to be administered in the PCP office.
• Accesses hospital software to retrieve patient information for admissions, surgical consultations, test results and ER reports and then scans them into the electronic medical files.
• Responsible for tasking nurses with phone call problems requiring action by nurses and possible physician responses.
• Responsible for accepting co-pays and patient account payments during clinic and posting them to the patient’s electronic medical record file.
• Responsible to batch out clinical work and any changes to the patient’s data ensuring this information is communicated to the billing company so records can be updated daily.
• Responsible for appointment reminder phone calls 24 hours before the appointment as well as communicating co-pays, test results, CD Rom’s, payment on accounts and referrals that are due at the time of the visit.
• Performs other position related duties as assigned.

CERTIFICATIONS, LICENSURES OR REGISTRY REQUIREMENTS

• Certification in Front Office Administration preferred.

KNOWLEDGE | SKILLS | ABILITIES

• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Strong problem-solving skills.
• Knowledge in healthcare systems operations such as EMR.
• Skill in using computer programs and applications including Microsoft Office.
• Customer-oriented with ability to remain calm in difficult situations.
• Ability to work independently and manage multiple deadlines.
• Knowledge of medical terminology.
• Types no less than 55 wpm.
• Complies with HIPAA regulations for patient confidentiality.

EDUCATION REQUIREMENTS

• High School Diploma or equivalent required.
• Graduate from a vocational or technical school or Associates Degree preferred.

EXPERIENCE REQUIREMENTS

• 1-3 years’ experience in a in a physician office setting preferably within the urology specialty.

REQUIRED TRAVEL

• N/A

PHYSICAL DEMANDS

Carrying Weight

Frequency

1-25 lbs.

Frequent from 34% to 66%

26-50 lbs.

Occasionally from 2% to 33%

Pushing/Pulling

Frequency

1-25 lbs.

Seldom, up to 2%

100 + lbs.

Seldom, up to 2%

Lifting - Height, Weight

Frequency

Floor to Chest, 1 -25 lbs.

Occasional: from 2% to 33%

Floor to Chest, 26-50 lbs.

Seldom: up to 2%

Floor to Waist, 1-25 lbs.

Occasional: from 2% to 33%

Floor to Waist, 26-50 lbs.

Seldom: up to 2%

EDUCATION REQUIREMENTS

High School Diploma or equivalent required.

Graduate from a vocational or technical school or Associates Degree preferred.

EXPERIENCE REQUIREMENTS

1-3 years’ experience in a in a physician office setting preferably within the urology specialty.

REQUIRED TRAVEL

N/A

PHYSICAL DEMANDS

Carrying Weight

Frequency

1-25 lbs.

Frequent from 34% to 66%

26-50 lbs.

Occasionally from 2% to 33%

Pushing/Pulling

Frequency

1-25 lbs.

Seldom, up to 2%

100 + lbs.

Seldom, up to 2%

Lifting - Height, Weight

Frequency

Floor to Chest, 1 -25 lbs.

Occasional: from 2% to 33%

Floor to Chest, 26-50 lbs.

Seldom: up to 2%

Floor to Waist, 1-25 lbs.

Occasional: from 2% to 33%

Floor to Waist, 26-50 lbs.

Seldom: up to 2%