Job Description

The Medical Secretary II performs all secretarial functions to include but not limited to answering phones, taking messages, scheduling appointments, maintaining files, edit and proofread materials, distributing correspondence. The Medical Secretary II is responsible for monitoring patient check in and check out and performing other duties as assigned.

ADMINISTRATIVE DUTIES: Maintains medical supplies inventory and places orders as needed. Processes incoming and outgoing mail, faxes, and other correspondence. Organizes and maintains filing systems, both electronic and physical. Assists with quality improvement initiatives and compliance documentation. Participates in staff meetings and training sessions as required. Surgical coordinating & scheduling.

COMMUNICATIONS AND COLLABORATION: Protects the privacy and confidentiality of patients and employees. Addresses patients, families, visitors, co-workers and physicians with courtesy and respect. Respects patients' rights by addressing patient by name and maintaining confidentiality. Collaborates with the patient, significant others, and ancillary departments to become a multidisciplinary health-care team whose goal is to provide care that is continuous and well-coordinated. Accurately maintains charts, files, and identification numbers. Obtains, verifies and documents required patient information.

PATIENT SUPPORT: Responsible for patient check-in and discharge, scheduling. Manages appointment confirmations and reminder calls. Coordinates patient referrals and medical record transfers. Assists patients with completing necessary medical forms and documentation. Handles patient inquiries and requests professionally and efficiently. Maintains organized patient waiting lists and manages schedule changes effectively.

OFFICE REGISTRATION: Facilitates an efficient and professional registration process through the attainment of demographic and financial information, via face-to-face registration, that is pertinent to appropriate reimbursement and statistical analysis. Responsible for entering information accurately in both the Medical Records and Patient Billing systems. Ensures completion and accuracy of all registration forms and documents and schedules follow-up visits into proper systems. Prints daily clinic schedules, prepares new patient information packets, answers telephone and triages calls/questions as appropriate. Collects physician practice authorizations, enter appropriate information in both registration/billing systems. Instructs patients to obtain referrals as needed. Assists with follow up directly with referring physician office as needed. Explains general policies related to registration, co-payments, referrals, pre-authorizations, and deductibles as well as policies related to physician billing and different specialty services within UMSJMG. May be required to travel.

TECHNICAL SUPPORT: Utilizes various medical office software systems proficiently. Maintains and updates electronic health records (EHR) system. Troubleshoots basic technical issues and coordinates with IT support when necessary. Assists in implementing new office procedures and technologies as needed.

Qualifications

Education
High School Diploma or GED (Required)
2 year / Associate's Degree (Preferred)

Certification / Licensure / Registration
Not Applicable – No Certification and Licensure Requirements required or preferred

Experience and Skills
Experience working in a physician practice. 2 years of medical secretary experience (Required)

Surgical Scheduling (Required)

Medical Terminology (Required)

Required Skills: Strong Verbal Communications Skills, Strong Written Communications Skills, General
Clerical Skills, Basic Computer Skills, Multi Line Telephone Operational Skills, Excellent Organizational Skills,
Strong Customer Services Skills

Additional Information

All your information will be kept confidential according to EEO guidelines.

Compensation:

Pay Range:$19.50 - $27.31
Other Compensation (if applicable):
Review the 2024-2025 UMMS Benefits Guide