Secretary, Medical Admin Sr., Central Registration, Medway, 32 Hours, Days

C340 UMass Memorial Medical Group, Inc.; Medway (MA); On-site; USD 24,000 - 43,000; Full time

Benefits offered by this job

Signing bonus

Job summary

UMass Memorial Health seeks a dedicated scheduling administrator to manage patient appointments, registrations, and coordination with clinical teams. The role supports both inpatient and outpatient visits, ensuring timely, accurate processing and smooth patient flow.

The position requires strong organizational and communication skills, familiarity with EHR systems, and a commitment to patient confidentiality in a fast-paced environment.

Qualifications

• 2 years of experience in a medical office or healthcare setting.
• Proficiency in Microsoft Office Suite and electronic health record (EHR) systems.

Responsibilities

• Schedules and coordinates inpatient and outpatient visits, procedures, and diagnostic testing.
• Registers patients, verifies insurance coverage and eligibility, and secures referrals.
• Assists with new patient intake and gathers demographic information.
• Identifies urgent patient-care needs and escalates to providers as appropriate.

Skills

Microsoft Office

EHR systems

Communication skills

Organizational skills

Confidentiality

Education

High School diploma or equivalent

Medical secretary training (preferred)

Tools

Scheduling software

Job description

Hiring Information

Exemption Status: Non‑Exempt Hiring Range: $17.43 - $31.37 (based on a full time schedule of 40 hours per week). Please note that the final offer will vary based on scheduled hours. Compensation for part‑time or reduced schedules will be prorated based on scheduled weekly hours, experience, skills, qualifications, and internal equity considerations.

Schedule Details: Friday, Monday, Thursday, Wednesday Scheduled Hours: 8:30 - 5p Shift: 1 - Day Shift, 8 Hours (United States of America) Hours: 32 Cost Center: 34000 - 8002 Medway Central Scheduling. This position may have a signing bonus available; a member of the Recruitment Team will confirm eligibility during the interview process.

Everyone is a caregiver. At UMass Memorial Health, everyone is a caregiver – regardless of their title or responsibilities. Exceptional patient care, academic excellence and leading‑edge research make UMass Memorial the premier health system of Central Massachusetts, and a place where we can help you build the career you deserve. We are more than 20,000 employees, working together as one health system in a relentless pursuit of healing for our patients, community and each other. And everyone, in their own unique way, plays an important part, every day.

Major Responsibilities

1. Patient Scheduling, Registration, and Coordination
   • Schedules and coordinates inpatient and outpatient visits, procedures, and diagnostic testing, collaborating with patients, caregivers, and ancillary services to ensure accuracy and timeliness.
   • Registers patients, verifies insurance coverage and eligibility, and secures required referrals or authorizations.
   • Assists with new patient intake, including collecting demographic and insurance information.
   • Identifies urgent patient‑care needs and escalates to providers or clinical staff as appropriate.
2. Communication and Customer Service
   • Answers and screens phone calls, responds to routine inquiries, and routes messages to appropriate caregivers.
   • Greets visitors and patients, determines their needs, provides information on procedures and policies, and ensures a professional, courteous experience.
   • Serves as liaison between patients, families, and caregivers to promote timely and effective communication.
   • Escorts patients to examination rooms and chaperones examinations as required.
3. Documentation, Transcription, and Correspondence
   • Transcribes medical reports from dictation and produces correspondence, reports, memos, and other documents.
   • Proofreads and edits materials for grammar, spelling, format, and style.
   • Composes or prepares standard letters and forms for review.
   • Prepares, updates, and maintains patient charts, records, and other documentation in accordance with organization standards and HIPAA regulations.
4. Meeting, Program, and Faculty Support
   • Arranges and coordinates internal and external meetings; prepares and distributes agendas; records and distributes minutes.
   • Makes travel arrangements for conferences, meetings, and other events.
   • May coordinate residency, fellowship, clerkship, or other educational programs, including schedules, requirements, and related documentation, as assigned.
5. Billing and Financial Processing
   • Collects patient copayments, processes payments, and maintains records for daily deposits.
   • Performs on‑site charge entry for submission to billing.
6. Office and Administrative Operations
   • Prepares and processes routine administrative paperwork, such as expense/purchase requisitions, and time sheets, ensuring timely submission.
   • Maintains confidential files and records for medical and administrative purposes; coordinates retrieval of records as needed.
   • Monitors office supply inventory and ensures basic maintenance of office equipment.
   • Coordinates medical office activities, including training, scheduling work for assigned staff, providing guidance on policies and procedures, recommending process improvements, and monitoring performance.

Position Qualifications

• License/Certification/Education:
  • Required: High School diploma or equivalent.
  • Preferred: Completion of a medical secretary, medical assistant, or related vocational training program.
• Experience/Skills:
  • Required:
    • 2 years of experience in a medical office or healthcare setting.
    • Proficiency in Microsoft Office Suite and electronic health record (EHR) systems.
    • Strong organizational, communication, and customer service skills.
    • Ability to maintain confidentiality of patient and organizational information.
    • Demonstrated ability to manage multiple priorities in a fast‑paced environment.
  • Preferred:
    • Previous experience providing administrative support in an academic medical office.
    • Familiarity with medical terminology, insurance authorization processes, and clinical workflows.
• Unless certification, licensure or registration is required, an equivalent combination of education and experience which provides proficiency in the areas of responsibility listed in this description may be substituted for the above requirements.
• All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. We’re striving to make respect a part of everything we do at UMass Memorial Health – for our patients, our community and each other. Our six Standards of Respect are: Acknowledge, Listen, Communicate, Be Responsive, Be a Team Player and Be Kind. If you share these Standards of Respect, we hope you will join our team and help us make respect our standard for everyone, every day.
• As an equal opportunity and affirmative action employer, UMass Memorial Health recognizes the power of a diverse community and encourages applications from individuals with varied experiences, perspectives and backgrounds. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, gender identity and expression, protected veteran status or other status protected by law.
• If you are unable to submit an application because of incompatible assistive technology or a disability, please contact us at [e-mail]. We will make every effort to respond to your request for disability assistance as soon as possible.
• At UMass Memorial Health, everyone is a caregiver. No matter their responsibilities or title, every employee or “caregiver” fills an important role for our patients and their families every day.
• Who is a caregiver? It’s not just the person who delivers the care. It’s all the people who make it work … and make it better. Caregivers give everything that helps patients heal, from expertise to extra attention. They give clean, comfortable rooms. Fast, accurate answers. And an easier, less stressful experience. They give warm, reassuring smiles, and helping hands.

Company Culture

We are more than 20,000 employees, working together as one health system in a relentless pursuit of healing for our patients, our community and each other. And everyone, in their own unique way, plays an important part, every day.