Medical Secretary

Provides clerical and office support within a physician clinic, including reception, phone management, medical records, charge entry, referrals, and information retrieval from internal and external systems. Facilitates, communicates, and collaborates with the healthcare team, patients, and families to identify and meet physical, emotional, and spiritual needs. Demonstrates personal accountability for relationship-based care, organizational mission, and core values.

PRINCIPAL DUTIES AND RESPONSIBILITIES

• Appointment Management: Schedule, confirm, and revise patient appointments; follow up with patients who have missed appointments.
• Patient Reception & Care: Greet patients and caregivers warmly, demonstrating teamwork and professional conduct; deliver relationship-based care respecting cultural differences and human diversity.
• Medical Records & Data Handling: Maintain accurate and confidential patient charts/records; import and communicate scanned documents; process medical records in a timely manner according to best practices.
• Pre-Visit Planning & Intake: Gather and process demographic, insurance, billing, and referral information; utilize registries for pre-visit planning; collect appropriate payments at the time of service.
• Interdisciplinary
  
  Collaboration:
  
  Work with inter-professional teams to communicate patient needs, identify financial or communication barriers, and support whole-person care (body, mind, and spirit).
• Operations & Communication: Answer phone calls, take accurate messages for providers, maintain work/patient areas, and ensure adequate levels of supplies.
• Quality & Process Improvement: Participate in continuous process improvement, clinic-based meetings, and quality measures to improve patient outcomes and safe delivery of care.
• Cross-Training: Cross-train across clerical operations and prepare to work in other operational areas as needed.

KNOWLEDGE, SKILLS, EDUCATION, AND EXPERIENCE

Required:

• Education: High School Diploma or GED.
• Experience: Previous work history demonstrating basic office and computer skills, filing, telephone answering, reception, and software proficiency (e.g., Microsoft Word, Excel, Email).
• Skills: Strong verbal and interpersonal communication, customer relations, grammar/spelling, ability to read and follow verbal/written instructions, manual keyboarding, and computer literacy.

Preferred:

• Knowledge: Familiarity with medical terminology and medical insurance payers.

ORGANIZATIONAL EXPECTATIONS

• Policies & Conduct: Comply with all organizational policies, guidelines, and Code of Conduct.
• Attendance & Punctuality: Maintain regular, dependable attendance and adherence to scheduling/call-in procedures.
• Training & Emergency Response: Participate in all mandatory facility and department training. Position requires responding to emergency situations (e.g., disasters, severe weather) by reporting to duty until the crisis resolves or coverage arrives.