Medical Secretary. Full Time.

Inspir Senior Living; New York (NY); On-site; USD 32,000 - 36,000; Full time

Benefits offered by this job

Competitive wages

Flexible shifts

Growth opportunities

Bonus programs

Benefits package

Job summary

Maplewood is seeking a Medical Secretary in New York, NY. The role focuses on managing resident medical records, coordinating with care teams, and ensuring regulatory compliance. You will handle document transcription, audits, and data entry using EHR systems.

We value strong organizational skills, attention to detail, and excellent communication with residents, families, and healthcare providers. This full-time position offers competitive wages and comprehensive benefits.

Qualifications

• Medical Secretary background or related experience preferred.
• Strong knowledge of medical terminology, nursing procedures, and healthcare regulations.
• Experience with electronic health records (EHR) and medical documentation.
• Excellent organizational and communication skills.

Responsibilities

• Maintain resident medical records, both electronic and paper-based.
• Review resident lists daily to ensure documentation accuracy.
• Conduct monthly audits of paper records for policy compliance.
• Verify orders and medications against scripts and eMAR.
• Coordinate with nursing staff to ensure timely documentation.
• Transcribe audio, handwritten, and typed documents into reports.
• Proofread and edit documents for clarity.
• Organize and manage electronic and paper records.

Skills

Medical terminology

Attention to detail

Microsoft Office

Communication skills

Education

Medical Secretary Certification

Healthcare training

Tools

EHR software

Office 365

Job description

Job Title: Medical Secretary
Location: New York, New York
Employment Type: Full Time
Salary Range: $23.00-$26.00 /Hr.
Department: Integrated Care

About Us:

Want to know what makes our employees eager about going to work every day? The people we serve. Being a part of Maplewood requires passion and a desire to help others. Each employee has the ability to touch the hearts of all our seniors and be a part of something bigger than themselves. It’s not just a job. It’s an extraordinary life.

Key Responsibilities:

Resident File Oversight

• Maintain electronic and paper-based resident medical records.
• Conduct daily reviews of the resident list to ensure accurate documentation.
• Perform monthly audits of paper medical records to verify completeness and compliance with policies and regulations.
• Ensure medical evaluations, admission forms, and interval paperwork meet corporate and state standards for timeliness, accuracy, and completeness.
• Verify all new orders or order changes have been picked up correctly by the nursing staff by crosschecking the medication received from the pharmacy, matches the script, and the information on the eMAR.
• Report any missing, incorrect, or overdue documents to the Director of Integrated Care.
• Maintain Refusal of Medication Forms in both electronic and paper medical records when necessary.
• Verify that current medication prescriptions are uploaded and documented correctly in resident files.
• Notify the Director of Integrated Care of any documentation inconsistencies or discrepancies.
• Ensure that self-medication assessments are examined and signed off by the Director of Integrated Care.

Administrative Duties:

• Communicate with residents, families, and care teams to facilitate seamless care coordination.
• Conduct error analyses, identifying recurring documentation mistakes and reporting findings to the Director of Integrated Services.
• Utilize computer systems for data entry, information retrieval, and documentation
  management.
• Transcribe audio recordings, handwritten notes, and typed documents into structured reports,
  forms, manuals, and records.
• Proofread and edit documents to ensure accuracy and clarity.
• Organize and maintain electronic and paper-based medical records, making photocopies and
  filing documents as needed.

Compliance & Quality Assurance:

• Ensure compliance with corporate policies and state health department regulations.
• Support quality assurance initiatives by participating in audits, documentation reviews, and
  process improvements.
• Identify and report trends or recurring errors to the Director of Wellness and/or Executive
  Director.
• Support additional administrative and quality-related initiatives as assigned by the Director of
  Integrated Care.
• Participates in on-going in-service and training programs
• Understands and fully complies with Inspīr safety practices and procedures

Education/Experience/Licensure/Certification:

• Medical Secretary, Health Information Management, or related experience preferred.
• Strong knowledge of medical terminology, nursing procedures, and healthcare regulations.
• Experience in electronic health records (EHR) systems and medical documentation.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills for interaction with residents, families, and healthcare providers.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and healthcare database systems.
• Ability to analyze documentation trends, identify errors, and implement corrective actions.
• Experience working in assisted living, skilled nursing, or healthcare settings is preferred.

Why You'll Love working for Us:

• Competitive wages
• Flexible shifts
• Growth opportunities
• Bonus & incentive programs
• Competitive Benefits Package: including medical, dental, vision, 401K match, company paid time-off, life insurance policy, insurance deductibles and voluntary Aflac insurance for our full-time employees.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.