Lead Medical Secretary

Job Profile Summary

This role focuses on providing administrative and business support to the organization in order to achieve operational goals. In addition, this role focuses on performing the following General Administration duties: produces documents, collects, records, sorts, and files information; handles mail, prepares routine reports, makes travel arrangements, arranges appointments, responds to inquiries, performs data entry, and operates office equipment. An organizational related support or service (administrative or clerical) role or a role that focuses on support of daily business activities (e.g., technical, clinical, non‑clinical) operating in a “hands on” environment.

The majority of time is spent in the delivery of support services or activities, typically under supervision. A senior level role that requires broad knowledge of operational procedures and tools obtained through extensive work experience and may require vocational or technical education. Works under limited supervision for routine situations, provides assistance and training to lower level employees, and problems typically are not routine and require analysis to understand.

This position is responsible for overseeing the day‑to‑day secretarial, routine office, supply ordering, and other operational tasks in support of a single site. This includes planning, organizing, assigning, and directing staffing needs. Plans work schedules for all physician support assignments.

• High School diploma or equivalent.
• Three (3) years of experience in a healthcare institution including staffing and scheduling.

• Associate’s or Bachelor’s degree.
• Five (5) years of experience in a healthcare institution including staffing and scheduling.

• Schedules appointments for physician visits, diagnostic procedures, tests, and preventative visits.
• Sets‑up and maintains office records, patient and office files, periodically reviewing for accuracy and updating information.
• Handles routine administrative details for the Medical Office.
• Verifies insurance on every registration and educates patients on their insurance status.
• Completes prior insurance authorizations and pre‑certifications for patient procedures.
• Communicates with patients regarding their financial responsibilities for the procedure and discusses any bad debt or collection history.
• Secures monies collected during shift and posts to each patient account with precision.
• Submits or inquires about patient referrals in a timely fashion, utilizing CPT codes and ICD‑9 codes, into the POS machine and REVS Internet for options regarding submission or retrieval of referrals.
• Answers telephone calls and triages nature of call as urgent, acute or routine based on medical knowledge.
• Acts as receptionist by greeting and directing patients, visitors and vendors. Maintains a professional attitude and provides a positive, welcoming environment.
• Enters standing orders in the computer system for patients who present with weekly or monthly lab testing requirements.
• Maintains daily quality assurance report and reviews all patient accounts ensuring that insurance has been verified, subscriber field is correct, patient demographics are correct, employer name is correct, etc.
• Follows office procedure during any computer downtime operation.
• Opens and closes the office.
• Receives all transcription and lab correspondence and other documentation pertaining to patients and routes appropriately for required signatures according to established policies and procedures and by law.
• Maintains proper documentation in the medical records to ensure compliance with both quality and legal requirements.
• Interfaces with other physician offices handling specific procedures and requirements.
• Manages all patient existing tasks including, but not limited to, scheduling of follow up appointments. Provides patient education regarding the guidelines of the office.
• Processes incoming mail and lab work.
• Maintains and orders office supplies and keeps appropriate levels for all departments within the clinic. Assists in the care and maintenance of equipment.
• Mo…