Secretary Medical Admin, Webster Pediatrics, 40 hours, days

UMass Memorial Health; Webster (MA); On-site; USD 23,000 - 43,000; Full time

Job summary

UMass Memorial Health in Webster, MA seeks a Secretary, Medical Admin Sr to provide advanced administrative support to physicians and clinical staff, manage complex scheduling, and coordinate operations across clinical and academic functions.

The role requires confidentiality, professionalism, HIPAA compliance, and the ability to multi-task in a fast-paced medical office; experience with MS Office and EHR systems is essential.

Qualifications

• 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.

Responsibilities

• Schedules and coordinates patient visits, procedures, and diagnostics.
• Registers patients, verifies insurance coverage, and secures referrals.
• Transcribes medical notes and maintains records per HIPAA standards.
• Coordinates meetings and supports educational programs.
• Collects copayments and assists with billing processes.
• Maintains office operations and staff scheduling.

Skills

Microsoft Office

EHR systems

Communication skills

Confidentiality

Multi-tasking

Education

High School Diploma

Medical secretary training

Tools

EHR software

Job description

Exemption Status:

Non-Exempt

Hiring Range:

$16.60 - $31.37

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:

8:30 am - 5pm

Shift:

1 - Day Shift, 8 Hours (United States of America)

Hours:

40

Cost Center:

34000 - 3280 Webster Pediatrics

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.

The Secretary, Medical Admin Sr provides advanced administrative and clerical support to physicians, advanced practice providers, and clinical staff. In addition to performing the full scope of Secretary, Medical Admin responsibilities, this position may coordinate office operations and staff activities, train and mentor administrative personnel, manage complex scheduling and program support, and serves as the primary liaison for clinical, academic, and administrative functions. The Secretary, Medical Admin Sr ensures the highest standards of professionalism, confidentiality, and customer service while supporting the operational efficiency of the medical office.

II. 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 secure 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.

All responsibilities are essential job functions.

III. 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.