Medical Secretary. Full Time.

Maplewood 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

Full benefits package

401K match

Paid time off

Job summary

Maplewood Senior Living in New York, NY is seeking a Medical Secretary to join the Integrated Care team full time. You will maintain electronic and paper medical records, transcribe documents, and support care coordination with residents, families, and staff.

The role requires strong medical terminology knowledge, proficiency with EHRs and Microsoft Office, and careful attention to detail. Competitive wages, flexible shifts, and a comprehensive benefits package are offered.

Qualifications

• Must have medical terminology knowledge and understanding of nursing procedures.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication with residents, families, and providers.

Responsibilities

• Maintain electronic and paper resident medical records.
• Conduct daily reviews of resident lists and audits of records.
• Ensure timely and accurate documentation per policies and state regulations.
• Transcribe audio and handwritten notes into structured reports and records.
• Proofread and edit documents for clarity and accuracy.
• Assist with care coordination and communication with care teams.

Skills

Medical terminology

Organizational skills

Verbal & written communication

Microsoft Office

EHR systems

Healthcare database systems

Documentation analysis

Education

Medical Secretary, Health Information Management, or related experience preferred

Tools

EHR systems

Microsoft Office

Healthcare databases

Job description

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.

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. Maplewood Senior Living is a state‑of‑the‑art, forward‑thinking senior living provider. We offer a home‑like, luxury environment for our residents, allowing them to live “the good life” in a safe environment. As an associate of Maplewood Senior Living, you will have the ability to make a profound difference in the lives of seniors each and every day. As we continue to grow, we are seeking Staff Accountants to become part of our family. We invite you to take your first step toward a rewarding career with us!

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
• Follows emergency procedures
• 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.