Sr. Medical Admin Secretary, Digital Health, 40 Hours, Days

UMass Memorial Health; Old Center (MA); On-site; USD 24,000 - 44,000; Full time

Benefits offered by this job

Signing bonus possible

Job summary

UMass Memorial Health is seeking a medical administrative professional to support physicians and staff. You will handle scheduling, patient intake, and coordination of inpatient and outpatient visits, while maintaining accurate records and HIPAA compliance.

The role requires 2–3 years of experience, strong MS Office skills, and familiarity with medical office workflows. A signing bonus may be available during interview discussions.

Qualifications

• 2–3 years of medical secretarial/administrative support experience.
• High School diploma and relevant training.
• Preferred: completion of a medical secretary/assistant program.

Responsibilities

• Patient Scheduling, Registration, and Coordination with various teams.
• Transcribe medical reports and produce standard correspondence.
• Answer calls, greet visitors, and route inquiries to care teams.
• Maintain patient charts and ensure HIPAA-compliant records.
• Assist with billing intake, referrals, and insurance verifications.

Skills

Medical secretarial/administrative

Microsoft Office

Organizational skills

Education

High School diploma

Medical secretarial training (6-12 months)

Completion of medical secretary program (preferred)

Tools

Medi-Tech

IDX

Lynx

Job description

Exemption Status: Non-Exempt

Hiring Range: $17.06 - $32.23 (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: Monday through Friday

Scheduled Hours: 0800 - 1630

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

Hours: 40

Cost Center: 34000 - 2965 Digital Health

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.

I. 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.

II. 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.

License/Certification/Education: III. Position Qualifications:

Required:

• High School diploma.
• 6-12 months additional specialized medical secretarial/medical office training.

Experience/Skills: Required:

• 2-3 years of medical secretarial/administrative support experience.

Software used: Word processing, spreadsheet, presentation graphics, database, Medi-Tech, IDX, Lynx, etc.

IV. Physical Demands and Environmental Conditions

Work is considered sedentary. Position requires work indoors in a normal office environment.

Major Responsibilities

• 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.
• 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.
• 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.
• Billing and Financial Processing
• Collects patient copayments, processes payments, and maintains records for daily deposits.
• Performs on‑site charge entry for submission to billing.
• Office and Administrative Operations
• Prepares and processes routine administrative paperwork, such as expense and 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.

License/Certification/Education: III. Position Qualifications

Required:

• High School diploma or equivalent.

Preferred:

• Completion of a medical secretary, medical assistant, or related vocational training program.

Experience/Skills: Required:

• Proficiency in Microsoft Office Suite.
• 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:

• 1 year of experience in a medical office or healthcare setting.
• Proficiency in electronic health record (EHR) systems.
• 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.

IV. Physical Demands and Environmental Conditions

Work is considered sedentary. Position requires work indoors in a normal office environment.

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.