Medical Secretary, HIM

University of Utah Health Research; Salt Lake City (UT); On-site; USD 25,000 - 33,000; Full time

Benefits offered by this job

Excellent health care coverage

Retirement contributions

Generous paid leave time

Holidays

Tuition reduction

Transit benefits

Employee discounts

Job summary

University of Utah Health Research is seeking a Medical Secretary, HIM to support pediatric ambulatory clinics within the Department of Pediatrics at the University of Utah School of Medicine. This on-site role focuses on health information management, chart integrity, and HIPAA compliance while coordinating with multiple teams and service lines.

The position involves on-site work in Salt Lake City with rotation between the central call center and clinic locations.

Qualifications

• Two years of secretarial experience, or equivalency (one year of education can be substituted for two years of related work experience).
• Successful completion of medical software training may be required by a certain date within some departments.
• Two years of experience in a hospital, clinic or laboratory setting.

Responsibilities

• Serves as a resource for triage, scheduling, and clinical teams; educates on University policy and procedures related to patient health information and chart integrity.
• Coordinates, logs and assists healthcare providers, clinical teams and patients through the medical record release process for the Department of Pediatrics and Primary Children’s Hospital.
• Coordinates with the Department of Pediatrics, Primary Children’s Hospital, and other University and non-University community clinics to obtain Protected Health Information (PHI) for clinical care.
• Assists patients, patients’ family, referring physicians, and third‑party carriers to resolve PHI related items; explains various types of medical documents.
• Manages individual patient legal documents in the Electronic Medical Record (EMR) regarding custody/guardianship, adoption, name change, sex change, etc.
• Uploads external lab and imaging results for provider review.
• Oversees and distributes the incoming and outgoing fax volume for assigned divisions to ensure timely responses. Uploads external medical records and distributes to appropriate care teams.
• Routes prescription refills, medical orders, prior‑authorization forms, outside medical records, patient school plans, patient letters, etc. to appropriate care teams.

Skills

Secretarial experience

Education

Medical software training

Job description

Work Schedule Summary

Monday through Friday, 8:00 a.m. to 5:00 p.m.

Details

Open Date 10/13/2026

Requisition Number PRN46482B

Job Title PS Medical Secretary

Working Title Medical Secretary, HIM

Career Progression Track UGR

FLSA Code Nonexempt

Patient Sensitive Job Code? Yes

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Day

VP Area U of U Health - Academics

Department 01101 - Pediatric Clinical Enterprise

Location Other

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range $18.16 to $24.29

Close Date 01/13/2027

Job Summary

Manages health information and medical records for pediatric patients and subspecialty clinics in the Department of Pediatrics at the University of Utah School of Medicine. Provides secretarial and administrative support for pediatric ambulatory clinics comprised of 15 pediatric subspecialty divisions and service lines. Coordinates with multiple clinical teams and subspecialty divisions to ensure optimal patient care and distribution of incoming and outgoing medical records. Assists with fax management, uploading records to patient charts, proposing orders/forms/documents for provider sign-off, identity and chart integrity, adoption processes, and creation of clinical summaries for distribution to care teams. Ensures adherence to privacy protocols, HIPAA compliance, and scanning policies.

This position is primarily housed in a call center, separate from clinic locations. Primary job location is 200 S 250 E, Salt Lake City, UT; site rotations are required at Primary Children’s Outpatient Services building at 81 N Mario Capecchi Dr, Salt Lake City, UT.

This position is full-time, 40 hours per week. Regular, punctual, and on-site attendance is required.

Benefits

• Excellent health care coverage at affordable rates (see the Summary Comparison for more information)
• 14.2% retirement contributions
• Generous paid leave time
• 11 paid Holidays per year
• 50% tuition reduction for employees, spouses, and dependent children
• Flex spending accounts
• University provided basic employee life insurance coverage equal to a salary of up to $25,000
• Variety of elective insurance coverage , including life insurance, short and long-term disability, accidental death & dismemberment, accident, critical illness, hospital indemnity, and pet.
• Free transit on most UTA services
• Employee discounts on a variety of products and services, including cell phones & plans, entertainment, health and fitness, restaurants, retail, and travel
• Professional development opportunities

Additional benefits information is available at https://benefits.utah.edu/.

Additional amenities include a free membership to the onsite fitness center with state‑of‑the‑art equipment; an outdoor patio/terrace featuring seating and outdoor games; and a variety of food truck services.

Responsibilities

This position is patient-sensitive and must fulfill all associated requirements. We protect our patients, coworkers and community by requiring all patient‑sensitive employees to be immunized according to CDC standards and hospital policy. Limited exemptions may be made for documented medical contraindications or religious beliefs that object to vaccinations.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Essential Functions

• Serves as a resource for triage, scheduling, and clinical teams; educates on University policy and procedures related to patient health information and chart integrity.
• Coordinates, logs and assists healthcare providers, clinical teams and patients through the medical record release process for the Department of Pediatrics and Primary Children’s Hospital.
• Coordinates with the Department of Pediatrics, Primary Children’s Hospital, and other University and non-University community clinics to obtain Protected Health Information ( PHI ) for clinical care.
• Assists patients, patients’ family, referring physicians, and third‑party carriers to resolve PHI related items; explains various types of medical documents.
• Manages individual patient legal documents in the Electronic Medical Record ( EMR ) regarding custody/guardianship, adoption, name change, sex change, etc.
• Uploads external lab and imaging results for provider review.
• Oversees and distributes the incoming and outgoing fax volume for assigned divisions to ensure timely responses. Uploads external medical records and distributes to appropriate care teams.
• Routes prescription refills, medical orders, prior‑authorization forms, outside medical records, patient school plans, patient letters, etc. to appropriate care teams.
• Records, monitors, and verifies required data and information. Opens, uploads, files, and distributes incoming mail.
• Researches and resolves issues related to lost documents and/or compromised records.
• Creates and/or responds to messages in the EMR with detailed professional notes.
• Oversees document distribution, fax management, chart integrity and uploading to the EMR .
• Acts as a liaison between the Department of Pediatrics, Primary Children’s Hospital, and other University and non‑University community clinics.

Problem Solving

• Ability to perform the essential functions of the job as outlined above.
• Demonstrated organizational, human relations, and effective communication skills.
• Knowledge of medical terminology.
• Strong word processing and spreadsheet software skills.
• The incumbent may be required to prioritize tasks received from multiple staff members and determine the order of importance.
• Ability to use discretion and judgment when scheduling appointments, screening calls, coordinate procedures, tests and other treatments as it relates to the patients care.
• Ability to coordinate work processes with other departments, community, governmental or regulatory agencies and must understand the objective and policies governing the activities of the department and be able to effectively communicate this information to interested parties.

Working Conditions and Physical Demands

• This is a sedentary position that may exert up to 10 pounds and may lift, carry, push, pull or otherwise move objects. This position involves sitting most of the time and is not exposed to adverse environmental conditions.

Disclaimer

This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

The above job description reflects the general physical and mental demands and environmental conditions required to perform the essential functions for this position. Nothing in this job description restricts management’s right to assign or reassign duties to this job at any time. The University of Utah Health complies with the Americans with Disabilities Act, as amended and Sections 503 & 504 of the Rehabilitation Act, and extends reasonable accommodations to qualified applicants or employees with disabilities. A qualified applicant must be able to perform the essential functions of the job, with or without a reasonable accommodation.

The staff member must be able to demonstrate the knowledge and skills necessary to provide care appropriate to the age of the patients served on his or her assigned unit. The individual must demonstrate knowledge of the principles of life span growth and development and the ability to assess data regarding the patient’s status and provide care as described in the department’s policies and procedures manual.

Required Minimum Qualifications

Two years of secretarial experience, or equivalency (one year of education can be substituted for two years of related work experience).

Successful completion of medical software training may be required by a certain date within some departments.

Preferred

• Two years of experience in a hospital, clinic or laboratory setting.
• Patient registration or related field experience.

Preferences

Benefited Staff

Additional Information

The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at [phone] for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post‑retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366‑7770 or (800) 695‑4877 or University Human Resource Management at (801) 581‑7447 if you have questions regarding the post‑retirement rules.

This position may require the successful completion of a criminal background check and/or drug screen.

The University of Utah values candidates who have experience working in settings with students and possess a strong commitment to improving access to higher education.

Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

Consistent with state and federal law, the University of Utah does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy‑related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Title IX ( OEO ). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at the: University of Utah Non‑Discrimination page.

Online reports may be submitted at https://oeo.utah.edu

https://publicsafety.utah.edu/safetyreport/ This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security‑related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.

As per University of Utah policy 5‑108: Transfer of Benefits Eligible Staff Members, a new hire to the University of Utah who is still serving a 12 month probationary period will not be hired into another University of Utah job (a transfer) until the successful completion of the probationary period.