Clinical Secretary

Overview

Provides comprehensive clinical scheduling and high-level administrative and secretarial support. Handles high volume incoming calls and faxes, assesses urgency, directs callers, schedules appointments using EPIC, checks patients in and out, maintains records, and offers cross coverage in different clinical areas.

• Excellent customer service and professional communication with patients, providers, and staff.
• Strong organizational skills, attention to detail, and ability to prioritize tasks in a fast‑paced environment.
• Proficiency with EPIC or similar EMR systems for scheduling and patient information management.
• Effective listening and telephone etiquette for assessing and directing inquiries.
• Sound independent judgment and critical thinking to resolve patient interactions and issues.

• Medical terminology knowledge and previous experience in a medical office or call center, especially in high‑volume settings.
• Spanish‑speaking proficiency to communicate with a diverse patient population.
• Additional software experience such as Microsoft Excel and multi‑line telephone systems.
• Experience in oncology, cardiology, dermatology, or other specialties and familiarity with specialized EPIC modules such as Cadence.
• Flexibility to adapt to different clinical areas, handle high call volumes, and learn new procedures and technologies quickly.

• Answer telephone calls, assess urgency, provide assistance or direct callers, and support other receptionists in call screening.
• Provide specialized information on policies, procedures, insurance, and services; assist patients in completing forms.
• Build monthly provider master schedules and clinic calendars, verify provider sessions, modify schedules for time off or emergencies, and create patient bump lists as needed.
• Schedule patient appointments, resolve conflicts, notify patients of changes or cancellations, and prioritize urgent appointments; schedule patients for clinical research studies when applicable.
• Receive patients and visitors, verify names and needs, secure insurance and referral information, initiate billing, and process fee‑for‑service payments.
• Book diagnostic tests and specialized appointments with hospitals and other facilities, ensuring necessary paperwork and instructions are provided.
• Schedule surgical procedures, coordinate dates for surgery and pre‑ and post‑operative examinations, obtain and distribute necessary paperwork, and track completion.
• Schedule and coordinate departmental meetings, classes, clinics, and conferences.
• Input and retrieve data, merge and manipulate data to generate complex reports, and compile clinical and patient statistical data for summaries.
• Prepare correspondence, clinical information, reports, publicity material, and educational handouts; compose general written material.
• Obtain patient charts, medical records, and lab reports; verify completeness.
• Sort, screen, and distribute incoming mail; prioritize completion of medical forms by clinical staff.
• Coordinate interdepartmental communication, including distribution of medical records and reports.
• Establish and maintain filing systems.
• Maintain inventory of office supplies and educational material.
• Oversee and instruct support staff; ensure adequate reception desk coverage.
• Perform additional incidental functions related to office activities.

• Four years of related work experience, two of them in the same job family at the next lower level, and a high school diploma; OR two years of related work experience and an associate degree; OR an equivalent combination of experience and education.

In accordance with federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of their sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era, or other covered veteran.