Medical Secretary, HIM

Job Summary

Manages health information and medical records for pediatric patients and subspecialty clinics in the Department of Pediatrics at the University of Utah School of Medicine. Provides secretarial and administrative support for pediatric ambulatory clinics comprised of 15 pediatric subspecialty divisions and service lines. Coordinates with multiple clinical teams and subspecialty divisions to ensure optimal patient care and distribution of incoming and outgoing medical records.

Assists with fax management, uploading records to patient charts, proposing orders/forms/documents for provider sign‑off, identity and chart integrity, adoption processes, and creation of clinical summaries for distribution to care teams. Ensures adherence to privacy protocols, HIPAA compliance, and scanning policies.

This position is primarily housed in a call center, separate from clinic locations. Primary job location is 200 S 250 E, Salt Lake City, UT; site rotations are required at Primary Children’s Outpatient Services building at 81 N Mario Capecchi Dr, Salt Lake City, UT.

This position is full‑time, 40 hours per week. Regular, punctual, and on‑site attendance is required.

• Serves as a resource for triage, scheduling, and clinical teams; educates on University policy and procedures related to patient health information and chart integrity.
• Coordinates, logs and assists healthcare providers, clinical teams and patients through the medical record release process for the Department of Pediatrics and Primary Children’s Hospital.
• Coordinates with the Department of Pediatrics, Primary Children’s Hospital, and other University and non‑University community clinics to obtain Protected Health Information (PHI) for clinical care.
• Assists patients, patients’ family, referring physicians, and third‑party carriers to resolve PHI related items; explains various types of medical documents.
• Manages individual patient legal documents in the Electronic Medical Record (EMR) regarding custody/guardianship, adoption, name change, sex change, etc.
• Uploads external lab and imaging results for provider review.
• Oversees and distributes the incoming and outgoing fax volume for assigned divisions to ensure timely responses. Uploads external medical records and distributes to appropriate care teams.
• Routes prescription refills, medical orders, prior‑authorization forms, outside medical records, patient school plans, patient letters, etc. to appropriate care teams.
• Records, monitors, and verifies required data and information. Opens, uploads, files, and distributes incoming mail.
• Researches and resolves issues related to lost documents and/or compromised records.
• Creates and/or responds to messages in the EMR with detailed professional notes.
• Oversees document distribution, fax management, chart integrity and uploading to the EMR.
• Acts as a liaison between the Department of Pediatrics, Primary Children’s Hospital, and other University and non‑University community clinics.

• Ability to perform the essential functions of the job as outlined above.
• Demonstrated organizational, human relations, and effective communication skills.
• Knowledge of medical terminology.
• Strong word processing and spreadsheet software skills.
• Can prioritize tasks received from multiple staff members and determine order of importance.
• Use discretion and judgment when scheduling appointments, screening calls, coordinating procedures, tests and other treatments related to patient care.
• Coordinate work processes with other departments, community, governmental or regulatory agencies and effectively communicate policies and objectives to interested parties.

Minimum Qualifications: Two years of secretarial experience, or equivalency (one year of education can be substituted for two years of related work experience). Successful completion of medical software training may be required by a certain date within some departments.

Preferred: Two years of experience in a hospital, clinic or laboratory setting. Patient registration or related field experience.

The position may require the successful completion of a criminal background check…