Sr. Medical Administrative Secretary

UMass Memorial Health; Worcester (MA); On-site; USD 60,001,000 - 83,871,000; Full time

Benefits offered by this job

Signing bonus

Job summary

UMass Memorial Health is seeking a medical office administrator to coordinate daily office activities, transcribe reports, manage schedules, and support educational programs. This role emphasizes accuracy, patient interaction, and efficient administrative processes.

The position requires a high school diploma and specialized medical secretarial training, with 2–3 years of relevant experience. A signing bonus may be available and the team values respectful, patient-centered care.

Qualifications

• High School diploma.
• 6-12 months additional specialized medical secretarial/medical office training.
• 2-3 years of medical secretarial/administrative support experience.

Responsibilities

• Coordinate medical office activities and staff, including training and scheduling; monitor performance.
• Transcribe medical reports from physicians and proofread manuscripts and papers.
• Attend meetings as recording secretary and distribute agendas/minutes.
• Coordinate residency/fellowship/education programs for divisions.
• Prepare standard letters for physicians' responses to routine inquiries.

Skills

Medical secretarial experience

Office administration

Communication

Education

High School diploma

Medical office training

Tools

Word processing

Spreadsheet

Presentation graphics

Database

Medi-Tech

IDX

Lynx

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: Friday, Thursday, Tuesday, Wednesday

Scheduled Hours: 8am-5:30pm

Shift: 1 - Day Shift, 9.5 Hours (United States of America)

Hours: 36

Cost Center: 99900 - 7041 Occupational Injury Management

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.

I. Major Responsibilities

1. 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.
2. 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.
3. May attend meetings in capacity of recording secretary. Distributes meeting agenda and minutes.
4. May serve as coordinator of divisional residency, fellowship, clerkship, and/or graduate or undergraduate education programs.
5. Composes, or selects standard form letters for physicians' response to routine inquiries and procedures, such as back-to-work authorizations.
6. Arranges meetings and activities for faculty for the most efficient use of available time. Makes travel arrangements for trips, conferences, etc.
7. Schedules and coordinates patient visits, medical procedures for both inpatients and outpatients with admitting, the OR, testing centers, pre-admission, etc.
8. Coordinates internal and external meetings.
9. Greets visitors and/or patients. Ascertains their needs, and provides standard information as required. Fosters quality customer service.
10. Receives and addresses patient-care related phone calls. Provides routine information on procedures and standard policies, refers matters to appropriate person within department.
11. Identifies problem related priorities, and responds to emergency need to interrupt or contact physician and/or clinicians, within physician's guidelines.
12. Issues and verifies patients' managed care referrals.
13. Registers patients for each patient visit, utilizing computer-based patient registration/ scheduling system.
14. Verifies patient's insurance coverage and eligibility.
15. Escorts patients to examination rooms and chaperones patients as required.
16. Collects co-payments from patients for visits, maintains records, and makes daily cash deposit.
17. May perform on-site charge entry processes, utilizing computer-based systems.
18. Batches daily encounter forms and relays/submits forms/information to the billing office.
19. 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.
20. Provides guidance to departmental personnel in medical office and UMMHC administrative policies and procedures.
21. May provide work guidance to office clerical staff.
22. 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.
23. Ensures adequate inventory of office supplies and basic maintenance of office equipment.
24. May coordinate basic set up and maintenance of office personal computers and associated equipment. Ensures timely service.
25. Participates in performance improvement initiatives and demonstrates the use of quality improvement in daily operations.
26. Ensures compliance with health and satiety requirements and with regulatory agencies such as DPH, etc.

II. Position Qualifications

License/Certification/Education

1. High School diploma.
2. 6-12 months additional specialized medical secretarial/medical office training.

Experience/Skills

1. 2-3 years of medical secretarial/administrative support experience.

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

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.

Department-specific competencies and their measurements will be developed and maintained in the individual departments. The competencies will be maintained and attached to the departmental job description. Responsible managers will review competencies with position incumbents.

III. 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.