Sr. Medical Admin Secretary, Worcester OBGYN, 32 Hours, Days

UMass Memorial Health; Worcester (MA); On-site; USD 22,868 - 43,215; Full time

Benefits offered by this job

Signing bonus

Job summary

UMass Memorial Health in Worcester, MA is seeking a Secretary, Medical Admin Sr to provide advanced administrative and clerical support to physicians, APPs, and clinical staff. The role may coordinate office operations, train administrative personnel, manage scheduling, and act as the primary liaison for clinical, academic, and administrative functions.

The position emphasizes professionalism, confidentiality, and customer service while supporting the efficiency of the medical office.

Qualifications

• High School diploma or equivalent.
• 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: experience in an academic medical office and familiarity with medical terminology.

Responsibilities

• Schedules and coordinates inpatient and outpatient visits, procedures, and testing with providers and services.
• Registers patients, verifies insurance coverage, and secures referrals or authorizations.
• Transcribes reports, proofs edits, and prepares standard letters and forms.
• Collects copayments, processes payments, and handles on-site charge entry.
• Prepares routine paperwork, maintains confidential files, and monitors supply inventory.

Skills

Microsoft Office

EHR systems

Organization

Communication

Confidentiality

Multitasking

Education

High School diploma

Medical secretary/medical assistant training preferred

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 - 5:00

Shift: 1 - Day Shift, 12 Hours (United States of America)

Hours: 32

Cost Center: 34000 - 3435 Worcester OBGYN

Signing Bonus: This position may have a signing bonus. A member of the Recruitment Team will confirm eligibility during the interview process.

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.

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. Billing and Financial Processing
   • Collects patient copayments, processes payments, and maintains records for daily deposits.
   • Performs on‑site charge entry for submission to billing.
5. 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.

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.

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.

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.