Phone Room Medical Secretary

Southwest Family; Kentucky; On-site; USD 32,000 - 42,000; Full time

Job summary

Southwest Family in Kentucky is seeking a Phone Room Medical Secretary to serve as the first point of contact, handling high-volume calls, scheduling appointments, and guiding patients.

This role emphasizes confidentiality, HIPAA compliance, and collaboration with medical staff to ensure smooth operations and accurate patient information in the records system.

Qualifications

• High school diploma or equivalent.
• Familiarity with electronic health record (EHR) systems and appointment scheduling software.
• Strong communication skills, both verbal and written.
• Basic knowledge of medical terminology and healthcare procedures.

Responsibilities

• Answer and manage a high volume of incoming phone calls promptly and professionally.
• Schedule, reschedule, and confirm patient appointments using electronic health record (EHR) systems.
• Provide patients with accurate information regarding office policies, procedures, and services.
• Coordinate communication between patients, medical staff, and other departments to ensure timely follow-up and care.
• Telephone/Electronically send prescriptions to pharmacies.
• Follow insurance protocols for referrals.
• Prior authorizations for medications.
• Maintain patient confidentiality and comply with HIPAA regulations in all communications.
• Document call details and patient interactions accurately in the medical records system.
• Assist with administrative tasks such as processing referrals, authorizations, and patient registration as needed.
• Perform additional duties as assigned.

Skills

Communication skills

Organizational skills

Problem-solving

HIPAA compliance

Verbal and written communication

Education

High school diploma or equivalent

Tools

EHR systems

Scheduling software

Job description

Job Description

About the Role:

The Phone Room Medical Secretary plays a critical role in ensuring efficient communication between patients, healthcare providers, and administrative staff within a medical facility. This position is responsible for managing incoming calls, scheduling appointments, and providing accurate information to patients while maintaining confidentiality and professionalism. The role requires multitasking and prioritizing calls to support clinical staff and enhance patient experience. The Phone Room Medical Secretary acts as the first point of contact for patients, addressing inquiries and directing calls appropriately to facilitate smooth operations. Ultimately, this position contributes to the overall effectiveness of healthcare delivery by supporting seamless communication and administrative coordination.

Minimum Qualifications:

• High school diploma or equivalent.
• Familiarity with electronic health record (EHR) systems and appointment scheduling software.
• Strong communication skills, both verbal and written.
• Basic knowledge of medical terminology and healthcare procedures.

Preferred Qualifications:

• Proven experience in a medical office or healthcare environment, preferably in a phone room or receptionist role.
• Advanced customer service training or experience.

Responsibilities:

• Answer and manage a high volume of incoming phone calls promptly and professionally.
• Schedule, reschedule, and confirm patient appointments using electronic health record (EHR) systems.
• Provide patients with accurate information regarding office policies, procedures, and services.
• Coordinate communication between patients, medical staff, and other departments to ensure timely follow-up and care.
• Telephone/Electronically send prescriptions to pharmacies.
• Follow insurance protocols for referrals.
• Prior authorizations for medications.
• Maintain patient confidentiality and comply with HIPAA regulations in all communications.
• Document call details and patient interactions accurately in the medical records system.
• Assist with administrative tasks such as processing referrals, authorizations, and patient registration as needed.
• Perform additional duties as assigned.

Skills:

The Phone Room Medical Secretary utilizes strong communication skills daily to interact effectively with patients and healthcare providers, ensuring clarity and professionalism in all exchanges. Organizational skills are essential for managing multiple calls, scheduling appointments accurately, and maintaining detailed records within EHR systems. Proficiency with technology, including appointment scheduling software and electronic medical records, enables efficient handling of administrative tasks and patient data. Problem-solving skills help in addressing patient concerns and coordinating with clinical staff to resolve scheduling conflicts or urgent requests. Additionally, knowledge of medical terminology and healthcare regulations supports accurate information dissemination and compliance with privacy standards.