Clinic Secretary

POSITION SUMMARY

This position provides essential administrative assistance to the physicians, as well as patient support within the practice to ensure efficient office operations and seamless communication between patients, providers, and staff. This role requires organization, accuracy, and a strong commitment to patient care.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Greet patients, visitors, and vendors courteously and professionally.
• Answer incoming calls, schedule and reschedule patient appointments.
• Manage physician schedules, including appointments, procedures, and meetings.
• Perform patient appointment reminder calls to confirm upcoming visits.
• Check patients out, verifying demographics and updating information as shown in their chart.
• Maintain accurate and up-to-date electronic medical records (EMR).
• Access hospital portals to retrieve patient information for physician use in diagnosis and treatment.
• Maintain confidentiality of all patient information in compliance with HIPAA regulations at all times.
• Verify insurance information, process authorizations, and assist with billing inquiries.
• Solicit authorization requests through the authorizations department or directly with insurance companies as needed.
• Prepare and provide visit documentation, including prescriptions, appointment summaries, and testing instructions, at patient check-out.
• Offer patients clear instructions for upcoming tests, procedures, or follow-up as directed by physician orders.
• Serve as back-up to the telephone operator when required.
• Facilitate effective communication between providers, patients, co-workers, and outside healthcare entities.
• Perform general office operations, including scanning, filing, faxing, data entry, and other duties as assigned.

EDUCATION AND/OR EXPERIENCE

• High school diploma or equivalent required
• 1 year or more of relevant medical office experience
• Familiarity with electronic medical record (EMR) systems and medical terminology is preferred
• Strong working knowledge of office software and equipment
• Excellent communication, multitasking, and customer service skills