Medical Office Secretary — Scheduling, Billing & Admin

Hallmark Health Medical Associates, Inc.; Malden (MA); On-site; USD 26,000 - 32,000; Full time

Job summary

Tufts Medicine is seeking an administrative professional to support day-to-day operations at our Malden site. The role covers secretarial, routine office tasks, supply ordering, and general operational duties for a single-site operation.

Responsibilities include scheduling, insurance verification, authorizations, patient communications, and maintaining records; you will greet patients, manage transcription/documents, and ensure smooth office workflow.

Qualifications

• High School diploma or equivalent.
• One year of experience in a healthcare setting including staffing and scheduling.
• Associate’s or Bachelor’s degree preferred.
• Three years of experience in healthcare including staffing and scheduling.
• Medical transcription experience preferred.

Responsibilities

• Handles routine administrative duties for the Medical Office.
• Verifies insurance on every registration and educates patients on their insurance status.
• Completes prior insurance authorizations and pre-certifications for patient procedures.
• Communicates with patient regarding their financial responsibilities for the procedure and discuss any bad debt or collection history.
• Secures monies collected during shift and post collections to each patient account with precision.
• 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 insurances.
• Acts as a receptionist by greeting and directing patients, visitors and vendors. Maintains professional attitude and provides for a positive and welcoming environment.
• Receives all transcription, lab correspondence and other documentation pertaining to patients and routes appropriately according to established policies and procedures of the office.
• Manages all patient existing tasks including, but not limited to, scheduling of follow up appointments.
• Orders office supplies and maintain appropriate level of supplies. Assist in the care and maintenance of equipment.
• Registers patients in Practice Management System.
• Retrieves medical necessity documentation, ICD 10 codes and CPT codes and submits them for insurance review.
• Communicates with patient, physician, and insurance company on all authorizations and their status.
• Determine costs of procedures via order entry or charge reference manual.
• Assess each patient on their financial status and insurance status and educate them about their options for coverage, financial assistance or payment process.
• Collects payment due for each procedure or office visit and provide change and/or receipt to patient.
• Runs money journal at the end of shift and ensures balance between postings and collections.
• Turns in monies to assigned cashier accountant.
• Provides patient education regarding the guidelines of the office.

Skills

Staffing & scheduling

Medical terminology

Customer service

Organizational skills

Education

High School diploma or equivalent

Associate’s degree

Bachelor’s degree

Tools

Practice Management System

Job description

Tufts Medicine is seeking an administrative professional to support day-to-day operations at our Malden site. The role covers secretarial, routine office tasks, supply ordering, and general operational duties for a single-site operation.

Responsibilities include scheduling, insurance verification, authorizations, patient communications, and maintaining records; you will greet patients, manage transcription/documents, and ensure smooth office workflow.