Senior Medical Administrative Assistant, Charlton Family Practice

Secretary, Medical Admin – Senior

Exemption Status: Non-Exempt

Hiring Range: $16.60 – $31.37 (final offer may vary based on experience, skills, qualifications and internal equity considerations)

Schedule Details: Monday through Friday, 8:30 – 5:00 (40 hrs / week)

Shift: 1 – Day Shift, 10 Hours (United States of America)

Cost Center: 34000 – 3163 Charlton Mob Family Practice

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

The Secretary, Medical Admin Senior provides advanced administrative and clerical support to physicians, advanced practice providers, and clinical staff. The role coordinates office operations, trains and mentors administrative personnel, manages complex scheduling, and serves as the primary liaison for clinical, academic, and administrative functions. The position ensures the highest standards of professionalism, confidentiality, and customer service while supporting operational efficiency of the medical office.

• Patient scheduling, registration, and coordination of inpatient and outpatient visits, procedures, and diagnostic testing; verify insurance coverage, obtain referrals/authorizations, and collect demographic and insurance information.
• Respond to phone calls, routine inquiries, and visitor needs; provide information on procedures and policies; escort patients to examination rooms;
• Transcribe medical reports from dictation, proofread, edit, and produce correspondence, reports, and memos in accordance with HIPAA regulations;
• Arrange and coordinate internal and external meetings, prepare agendas and minutes, and make travel arrangements for conferences and other events;
• Communicate with patients, families, and caregivers to promote timely and effective communication; act as liaison with clinical staff;
• Collect patient copayments, process payments, maintain records for daily deposits, and perform on‑site charge entry for submission to billing;
• Provide receptionist duties—greet visitors, ascertain needs, and deliver professional customer service.

Required:

• 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:

• Completion of a medical secretary, medical assistant, or related vocational training program;
• 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 may be substituted for the above requirements.

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 encourages applications from individuals with varied experiences, perspectives, and backgrounds. All qualified applicants will receive consideration for employment without regard to age, disability, gender identity and expression, protected veteran status, or any 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 talent acquisition. We will make every effort to respond to your request for disability assistance as soon as possible.