Medical Secretary

United Medical Associates PC; New York (NY); On-site; USD 23,000 - 31,000; Part time

Job summary

United Health Services (UHS) is seeking a Medical Secretary to support the Emergency Department operations at Wilson Medical Center. You will handle patient access, registration, insurance verifications, scheduling, and billing tasks to ensure smooth patient flow.

With a 20-hour weekly schedule and a rotational shift, this role focuses on accurate records, timely communications, and coordination with clinicians and care teams. Training on HIPAA and compliance is provided as part of the position.

Qualifications

• High School Diploma or equivalent.
• Up to 1 year of customer/patient-facing experience directly interacting with the public.
• Up to 1 year of healthcare experience in any healthcare role.
• Up to 1 year of direct experience performing similar duties in the same role or function.
• Up to 1 year of technical/systems experience using specialized tools, software, or equipment.

Responsibilities

• Coordinate patient access activities, including answering multi-line phones, scheduling appointments, and relaying information to patients, clinicians, and stakeholders to support timely care delivery.
• Register new patients by accurately collecting demographics and verifying insurance information to ensure complete and compliant patient records.
• Obtain and track insurance authorizations for initial and ongoing therapy services to support continuity of care and reimbursement.
• Manage daily outpatient schedules for clinicians to support efficient clinic operations and patient flow.
• Prepare and maintain patient medical records before and throughout treatment episodes to ensure accurate documentation.
• Perform daily billing activities and process co-payments to support accurate revenue capture.
• Compile daily statistics and prepare monthly departmental reports to support operational tracking.

Skills

Customer/patient-facing experience

Healthcare experience

Attention to detail

Communication skills

Education

High School Diploma or equivalent

Job description

Position Overview

The Medical Secretary at United Health Services (UHS) helps patients access the care they need by keeping schedules organized, information accurate, and communication flowing between patients, clinicians, and care teams. This role supports registration, insurance authorizations, medical records, billing, and day-to-day clinic operations, helping create a smooth patient experience and enabling clinicians to focus on delivering quality care. The Medical Secretary plays an important part in keeping care coordinated, accessible, and efficient for every patient served.

Schedule: 20 hours weekly, Rotational shift

Primary Department, Division, or Unit: Emergency Department, UHS Wilson Medical Center

Primary Work Shift: Rotational

Regular Scheduled Weekly Hours: 20

Compensation Range: $17.05 - $22.17 per hour, depending on experience

This position is not eligible for benefits.

Job Responsibilities

Essential Functions

• Coordinate patient access activities, including answering multi-line phones, scheduling appointments, and relaying information to patients, clinicians, and stakeholders to support timely care delivery
• Register new patients by accurately collecting demographics and verifying insurance information to ensure complete and compliant patient records
• Obtain and track insurance authorizations for initial and ongoing therapy services to support continuity of care and reimbursement
• Manage daily outpatient schedules for clinicians to support efficient clinic operations and patient flow
• Prepare and maintain patient medical records before and throughout treatment episodes to ensure accurate documentation
• Perform daily billing activities and process co-payments to support accurate revenue capture
• Compile daily statistics and prepare monthly departmental reports to support operational tracking

Scope and Impact

• Contribute directly to patient experience, clinician efficiency, and departmental performance through accurate administrative support
• Exercise judgment within established procedures when coordinating appointments, authorizations, and patient communications
• Work under general supervision with accountability for assigned scheduling, billing, and record‑management responsibilities
• Collaborate with clinical, HIM, and administrative teams to support coordinated outpatient services

Compliance and Professional

• Support compliance with HIPAA and organizational privacy standards through appropriate handling of patient health information
• Demonstrate knowledge of hospital and departmental infection control policies in daily work activities
• Assist with Medicare and Workers' Compensation documentation and claims processing to support compliant reimbursement
• Participate in departmental and organizational performance improvement initiatives
• Complete mandatory education, compliance training, and HIPAA requirements within established timelines
• Safeguard sensitive data by following established security policies and procedures, using systems responsibly, and promptly reporting potential security incidents, risks, or policy violations
• As applicable to your role, support cybersecurity and data protection requirements throughout the supplier lifecycle by coordinating vendor risk assessments, monitoring third-party compliance, and promptly reporting identified supply chain or cybersecurity risks

Additional Expectations

• Maintain familiarity with office equipment and departmental systems and provide input on equipment needs as appropriate
• Demonstrate UHS Values of Compassion, Trust, Respect, Teamwork, and Innovation in all daily work and interactions
• Execute responsibilities in accordance with organizational policies, procedures, and applicable regulations
• Perform additional responsibilities as required to meet department and organizational needs

Position Qualifications

Required

• High School Diploma or equivalent
• Up to 1 year of customer/patient-facing experience directly interacting and communicating with the public
• Up to 1 year of healthcare experience working in the healthcare industry in any job function
• Up to 1 year of direct experience performing the exact or very similar duties required by the job within the same role or function
• Up to 1 year of technical/systems experience using specialized tools, software, or equipment required for the role

Preferred

• Up to 1 year of related experience in a role or field that provides transferable skills or knowledge relevant to the position

About United Health Services

United Health Services (UHS) is a locally owned, not-for-profit healthcare system in New York's Southern Tier comprising four hospitals, long-term care and home care services, and physician practices in Broome and surrounding counties. UHS provides healthcare and medical services for two-thirds of the region's population, produces $1.3 billion a year in total economic impact, and boasts a workforce of more than 6,300 employees and providers.

At UHS, our work is guided by our Values o