Medical Office Secretary

Medical Office Secretary

Position Summary

The Medical Office Secretary provides administrative support to physicians, clinical staff, and management while ensuring efficient office operations. This position serves as a key communication hub for patients, providers, and outside healthcare organizations.

Essential Duties and Responsibilities

Administrative Support

• Maintain providers' schedules
• Patient appointment coordination
• Assist with special projects and administrative tasks
• Organize and maintain office records and files

Communication

• Answer and direct incoming phone calls
• Take and relay accurate messages
• Respond to patient messages
• Coordinate communication between departments
• Assist with patient portal and email communications

Medical Records and Documentation

• Scan and index documents into the electronic medical record
• Process incoming faxes and correspondence
• Maintain confidentiality of all patient information
• Manage Hospital Follow-up appointments

Scheduling and Coordination

• Schedule patient appointments when needed
• Coordinate referrals, testing appointments, and consultations
• Assist providers with schedule management
• Track outstanding paperwork and follow-up items

Qualifications

Required

• High School Diploma or GED
• Minimum 2 years of administrative or secretarial experience
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Strong organizational and communication skills

Preferred

• Medical office experience
• Knowledge of medical terminology
• Electronic Medical Record (EMR) experience
• Healthcare scheduling experience

Skills and Competencies

• Professional communication
• Strong attention to detail
• Excellent organizational skills
• Ability to prioritize multiple tasks
• Confidentiality and discretion
• Problem-solving abilities
• Customer service orientation

Physical Requirements

• Prolonged sitting and computer work
• Frequent telephone use

Performance Expectations

• Maintain professionalism in all interactions
• Complete assigned administrative tasks accurately and in a timely manner
• Support providers and management efficiently
• Ensure accurate record keeping and documentation
• Adhere to HIPAA and confidentiality standards
• Demonstrate teamwork and reliability
• Add to our positive work environment