Medical Secretary, Physician Practice

Care New England; Providence (RI); Hybrid; USD 42,000 - 54,000; Full time

Job summary

Care New England Health System offers a Medical Secretary position to support a busy medical office. You will handle scheduling, patient registration, and billing tasks, ensuring efficient daily operations across clerical and administrative functions.

The role emphasizes patient-facing communication, accuracy in records, and adherence to confidentiality and regulatory standards in a fast-paced environment.

Qualifications

• Must possess a high school diploma or equivalent.
• One year of job-related experience is required.
• Prior EMR experience is strongly preferred.
• Proficiency in medical terminology and departmental procedures
• Strong interpersonal, verbal, and written communication skills

Responsibilities

• Deliver secretarial support with typing, filing, and office equipment maintenance.
• Coordinate clinician schedules and register patients, verify insurance/referrals.
• Answer calls, direct inquiries, and arrange meetings efficiently.
• Manage mail and distribution to staff in a timely manner.
• Maintain departmental tracking and generate reports as needed.
• Oversee exam room readiness and clinical inventory; order supplies.
• Collect patient payments including co-pays and fees with accurate documentation.
• Prepare and organize medical records per provider standards.
• Process patient registration and billing using EMR systems with precision.
• Draft clear correspondence and ensure prompt communication.
• Foster relationships with patients, providers, vendors, and departments.
• Uphold patient confidentiality and regulatory compliance.

Skills

Medical terminology

Interpersonal communication

Scheduling

Office software

Education

High school diploma or equivalent

Tools

Cerner

IDX

Epic

Job description

Job Summary

The Medical secretary plays a key role in ensuring the smooth and efficient operation of the medical office. This position provides essential clerical and administrative support, managing both incoming and outgoing correspondence, maintaining departmental manuals, and supporting clinician scheduling. The Medical Secretary also oversees the organization of filing systems to keep the office running seamlessly. As the primary point of contact for patients, this role fosters a welcoming environment while also serving as a liaison between the practice and external support services.

Duties & Responsibilities

1. Deliver high-quality secretarial support by expertly handling typing, filing, faxing, and ensuring office equipment is well maintained.
2. Coordinate clinician schedules while seamlessly registering patients and verifying insurance and referral information.
3. Serve as a key point of contact by answering, directing, and screening calls, and efficiently arranging meetings.
4. Manage incoming mail and correspondence, ensuring timely routing and distribution to appropriate staff.
5. Maintain accurate departmental tracking systems and generate cumulative reports as needed.
6. Oversee treatment room readiness and clinical inventory; proactively order supplies to ensure smooth operations.
7. Collect patient payments including co-pays and fee for service charges, ensuring accurate financial documentation.
8. Prepare and organize medical records according to provider specifications and documentation standards.
9. Execute patient registration and billing processes using EPIC, Cerner and IDX systems with precision.
10. Craft clear, professional correspondence free of grammatical errors, and facilitate prompt communication.
11. Foster strong working relationships with patients, providers, vendors, and internal departments.
12. Uphold patient confidentiality and adhere to all hospital and regulatory compliance standards.
13. Exhibit adaptability and problem-solving skills in a fast-paced environment, maintaining a positive and supportive attitude.
14. Demonstrate reliability and punctuality by consistently arriving on time and meeting scheduled responsibilities.
15. Performs all other related duties as assigned.

Requirements

• Must possess a high school diploma or equivalent.
• One year of job-related experience is required.
• Prior experience with an electronic medical record system is strongly preferred.
• Proficiency in medical terminology and departmental procedures
• Strong interpersonal, verbal, and written communication skills
• Proficient in MS Office applications (Word, Excel, PowerPoint, Outlook Access)
• Experience with scheduling, filing, and maintaining patient records.
• Familiarity with applicable systems (Cerner, IDX, Epic)

About Us

Care New England Health System (CNE)and its member institutions, Butler Hospital, Women & Infants Hospital, Kent Hospital, VNA of Care New England, Integra, The Providence Center, and Care New England Medical Group, is a trusted, integrated health care organization that fuels the latest advances in medical research, attracts the nation’s top specialty-trained doctors, hones renowned services and innovative programs, and engages in the important discussions people need to have about their health and end-of-life wishes. Care New England is helping to transform the future of health care, providing a leading voice in the ongoing effort to ensure the health of the individuals and communities we serve.

EEO Statements

Americans with Disability Act Statement: External and internal applicants, as well as position incumbents who become disabled must be able to perform the essential job-specific functions either unaided or with the assistance of a reasonable accommodation, to be determined by the organization on a case-by-case basis.

EEOC Statement: Care New England is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status

Ethics Statement: Employee conducts himself/herself consistent with the ethical standards of the organization including, but not limited to hospital policy, mission, vision, and values.