Medical Secretary Lead, Family Medicine

Lead Medical Secretary

The Lead Medical Secretary facilitates the division of registration and financial coordination duties among the office staff. This position is responsible for maintaining complete and accurate accounts to ensure database integrity and timely claims processing. The Lead Medical Secretary communicates appropriately with the primary care office staff, physicians, physician offices, community members, families, and community agencies.

Primary Responsibilities

• ACCOUNT AND DATABASE MAINTENANCE: Demonstrates an understanding of systems and can troubleshoot problems and issues. Responsible for maintaining complete and accurate accounts to ensure database integrity and timely claims processing. Understands the appropriate usage of the master menu's patient flow, census, comments/inquiry, maintaining, upgrading accounts, and reconciliation processes in both the Medical Records and Patient Billing systems. Demonstrates understanding for scheduling procedures for multiple clinics. Maintains chart documents; scans documents into the appropriate document imaging system. Verifies level of services and track referrals when necessary. Follows downtime registration and scheduling system(s) procedures.
• BILLING RESPONSIBILITIES: Collects and batches physician encounter forms and hospital charge tickets. Checks for missing charges by reviewing daily schedule and batches daily work and sends to physician billing office. Collects co-payments, schedules follow-up tests and appointments as appropriate.
• FRONT DESK OVERSIGHT AND TRAINING RESPONSIBILITIES: Cross-trained in all front-desk duties to provide cross-coverage as needed as well as, assists in on-the-job training of new hires and existing staff. Understands the job duties and functions of related registration staff (i.e., biller/checkout, scheduler, etc.) and be able to learn and perform their basic job duties. Provides training and performance feedback to new/existing employees during orientation period and performance reviews. Creates weekly schedule for all administrative staff. Organizes work schedules to cover vacations and unexpected absences of administrative staff.

OFFICE REGISTRATION: Facilitates an efficient and professional registration process through the attainment of demographic and financial information, via face-to-face registration, that is pertinent to appropriate reimbursement and statistical analysis. Reviews workloads, assigns tasks as necessary, with proper support and instruction from the Regional Manager. Registers patients, including face-to-face registration and accurately entering demographics and financial information into the registration system(s). Responsible for entering information accurately in both the Medical Records and Patient Billing systems. Ensures completion and accuracy of all registration forms and documents and schedules follow-up visits into proper systems. Prints daily clinic schedules, prepares new patient information packets, answers telephone and triages calls/questions as appropriate. Collects physician practice authorizations, enter appropriate information in both registration/billing systems. Categorizes referral authorizations and submits monthly summary to Medical Group Administrative Office for analysis. Instructs patients to obtain referrals as needed. Assists with follow up directly with referring physician office as needed. Explains general hospital policies related to registration, co-payments, referrals, pre-authorizations, and deductibles as well as policies related to physician billing and different specialty services within SJMC.

Work Experience

Education & Experience - Required

• Two to four years' experience and knowledge of physician office/clinical care center routines and a basic understanding of the organization, medical procedures, and terminology
• Strong Verbal Communications Skills, Strong Written Communications Skills, Excellent Interpersonal Skills, General Clerical Skills, Basic Computer Skills, Excellent Organizational Skills, Strong Customer Services Skills
• High School Diploma or GED (Required) Vocational / Technical Degree (Preferred)