Secretary Medical Admin, Sr., Psych, 28 hours, days

ummh; Worcester (MA); On-site; USD 29,000 - 40,000; Full time

Benefits offered by this job

Signing bonus

Job summary

UMass Memorial Health in Worcester, MA is seeking an experienced administrative assistant to support physicians and staff across medical service lines. The role includes scheduling, patient coordination, and handling confidential information with professionalism.

The position is non-exempt, with a day shift (Mon-Fri) totaling 28 hours per week. The hiring range is $20.94–$29.27 per hour, and a signing bonus may be available; final offer varies by experience and internal equity.

Responsibilities

• Coordinate medical office activities and staff, including scheduling and training.
• Transcribe medical reports and prepare correspondence from dictation.
• Schedule patient visits and coordinate procedures with admissions, OR, and labs.
• Greet patients, answer routine questions, and provide standard information.
• Manage patient registrations, verify insurance, and collect co-pays.
• Maintain confidential files and assist with billing and accounts-related tasks.

Job description

Exemption Status:

Non-Exempt

Hiring Range:

$20.94 - $29.27 Please note that the final offer may vary within this range based on a candidate's experience, skills, qualifications, and internal equity considerations .

Schedule Details:

Monday through Friday

Scheduled Hours:

M, T, W, F 11-5 / 6 hours Th 3-7 / 4 hours

Shift:

1 - Day Shift, 6 Hours (United States of America)

Hours:

28

Cost Center:

34000 - 1949 Outpatient Two H

Union:

SHARE (State Healthcare and Research Employees)

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.

Performs secretarial and administrative support services for assigned physicians/faculty/ medical service line chiefs where the work requires a thorough knowledge of medical office procedures and UMMHC business and academic administrative practices. Duties involve interfaces with faculty; medical staff, patients, and various UMMHC administrative management and staff, which require considerable tact and diplomacy. May coordinate associated medical office activities and assigned staff.

I. Major Responsibilities:

• May perform duties to coordinate medical office activities and staff as assigned, to include training, and scheduling the work of assigned employees, recommending processing improvements and implementing new procedures, and monitoring employee performance.
• Transcribes medical reports for physicians from dictation. Produces correspondence, reports, memos, etc. from dictation drafts, models, etc. Proof reads/edits manuscripts, grant applications, academic and professional papers, and other material for appropriate grammar, spelling, format and style.
• May attend meetings in capacity of recording secretary. Distributes meeting agenda and minutes.
• May serve as coordinator of divisional residency, fellowship, clerkship, and/or graduate or undergraduate education programs.
• Composes, or selects standard form letters for physicians' response to routine inquiries and procedures, such as back-to-work authorizations.
• Arranges meetings and activities for faculty for the most efficient use of available time. Makes travel arrangements for trips, conferences, etc.
• Schedules and coordinates patient visits, medical procedures for both inpatients and outpatients with admitting, the OR, testing centers, pre-admission, etc.
• Coordinates internal and external meetings.
• Greets visitors and/or patients. Ascertains their needs, and provides standard information as required. Fosters quality customer service.
• Receives and addresses patient-care related phone calls. Provides routine information on procedures and standard policies, refers matters to appropriate person within department.
• Identifies problem related priorities, and responds to emergency need to interrupt or contact physician and/or clinicians, within physician's guidelines.
• Issues and verifies patients' managed care referrals.
• Registers patients for each patient visit, utilizing computer-based patient registration/ scheduling system.
• Verifies patient's insurance coverage and eligibility.
• Escorts patients to examination rooms and chaperones patients as required.
• Collects co-payments from patients for visits, maintains records, and makes daily cash deposit.
• May perform on-site charge entry processes, utilizing computer-based systems.
• Batches daily encounter forms and relays/submits forms/information to the billing office.
• May processes standard and non-standard business office administrative paperwork, such as purchase requisitions, employment requisitions, employee time sheets, expense vouchers, etc. Follows-up with personnel outside the medical office and UMMHC to expedite timely action and alleviate, or report delays as appropriate.
• Provides guidance to departmental personnel in medical office and UMMHC administrative policies and procedures.
• May provide work guidance to office clerical staff.
• Sets up and maintains confidential, sensitive files and records for multiple functions, academic materials, medical records, etc. ensuring efficient retrieval of information. Coordinates retrieval of medical records.
• Ensures adequate inventory of office supplies and basic maintenance of office equipment.
• May coordinate basic set up and maintenance of office