Medical Secretary

Medical Secretary – Neurology

Full-Time | Onsite

Practice: UBMD Neurology
Pay Range: $17.00–$22.00 per hour
Work Location: In person

Position Summary

The Medical Secretary (MS) is responsible for administrative support for providers in order to deliver excellence in patient care, through efficient and compassionate care. The MS plays a pivotal role in supporting healthcare teams by managing administrative tasks effectively and timely. Responsibilities include scheduling appointments, managing patient records, coordinating authorizations and processing referrals, as well as conducting daily chart preparation for each provider the MS is responsible for.

Key Responsibilities

• Creates accurate patient records by filing, preparing new charts, placing test and procedure results within the EMR system and ensuring all necessary documentation from other practices are in place prior to patient visits.   
• Promptly answers calls and transfers, if necessary, with confidentiality and friendliness.
•  Schedules/reschedules and confirms appointments in a timely manner, managing the designated provider's schedule, including students and technicians (if applicable). 
•  Facilitates the creation and retrieval of referrals for patients, ensuring timely communication with referring providers and patients.
•  Identifies opportunities to streamline administrative processes, improving efficiency and accuracy for provider/patient visits. 
•  Prepares prior authorizations promptly for all advanced imaging, or any orders requiring authorization.
•  Sends reminders and follow-up letters for patients as needed in a timely fashion.
•  Reviews and addresses daily tasks as assigned.
  
•  Adheres to HIPAA and confidentiality policies and procedures.
•  Ability to work 37.5 hours per week regularly, except during times when paid time off is requested and approved.
•  Participates as a member of the UBMD Neurology team and attends meetings as required or requested.
•  Meets weekly with the providers to discuss any clinical schedule and/or billing issues.
•  Complies with all OSHA regulations when working within a clinic setting.
•  Reviews and addresses daily tasks as assigned.
  

Other functions:

•  Assists Front Desk Coordinators with daily tasks and responsibilities as needed.
• Manages incoming mail and faxes, as well as monitors and records scanned items.
• Manages incoming documents and assists with completion of forms.
• Participates as a member of the team, and attends meetings as required/requested.
• Orders and maintains inventory of testing supplies
• Reviews company email on at least a daily basis to receive and address notifications and/or other pertinent information in a timely manner.
• Any other duties as requested or assigned by the Lead Medical Secretary Lead, Medical Office Supervisor, Nurse Managerand/or other management representative.  Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice.
• May be required to travel to other UBMD Neurology location(s) dependent on company need.
• Work hours may fluctuate depending on company/clinic needs. 

Qualifications

• High school diploma or GED required

• One (1) to two (2) years’ experience working in medical reception and/or customer service, preferably in a clinic setting.  Experience in electronic medical records is strongly preferred. 

• Prior medical call center experience preferred

• Experience with electronic scheduling systems and EMR preferred

• Proficiency with multi-line phone systems and computer-based applications

• Strong organizational skills with exceptional attention to detail

• Excellent interpersonal and communication skills

• Ability to work independently while following established workflows

• Ability to handle confidential information with discretion and professionalism

Benefits

• 401(k) retirement plan

• Medical, dental, and vision insurance

• Paid time off

UBMD Neurology is an Equal Employment Opportunity (EEO) employer.