Senior Secretary

Everyone Is a Caregiver

At UMass Memorial Health, everyone is a caregiver regardless of their title or responsibilities. Exceptional patient care, academic excellence and leading-edge research make UMass Memorial the premier health system of Central Massachusetts, and a place where we can help you build the career you deserve. We are more than 20,000 employees, working together as one health system in a relentless pursuit of healing for our patients, community and each other. And everyone, in their own unique way, plays an important part, every day.

The Secretary, Medical Admin provides administrative and clerical support to physicians, advanced practice providers, and clinical staff. This position coordinates patient scheduling and registration, manages medical and administrative documentation, facilitates communication among caregivers, patients, and external partners, and performs a variety of business and office functions to support the smooth daily operations. The Secretary, Medical Admin ensures all work is performed with a high degree of professionalism, confidentiality, accuracy, and customer service.

Major Responsibilities

• Patient Scheduling, Registration, and Coordination
  • Schedules and coordinates inpatient and outpatient visits, procedures, and diagnostic testing, collaborating with patients, caregivers, and ancillary services to ensure accuracy and timeliness.
  • Registers patients, verifies insurance coverage and eligibility, and secures required referrals or authorizations.
  • Assists with new patient intake, including collecting demographic and insurance information.
  • Identifies urgent patient-care needs and escalates to providers or clinical staff as appropriate.
• Communication and Customer Service
  • Answers and screens phone calls, responds to routine inquiries, and routes messages to appropriate caregivers.
  • Greets visitors and patients, determines their needs, provides information on procedures and policies, and ensures a professional, courteous experience.
  • Serves as liaison between patients, families, and caregivers to promote timely and effective communication.
  • Escorts patients to examination rooms and chaperones examinations as required.
• Documentation, Transcription, and Correspondence
  • Transcribes medical reports from dictation and produces correspondence, reports, memos, and other documents.
  • Proofreads and edits materials for grammar, spelling, format, and style.
  • Composes or prepares standard letters and forms for review.
  • Prepares, updates, and maintains patient charts, records, and other documentation in accordance with organization standards and HIPAA regulations.
• Billing and Financial Processing
  • Collects patient copayments, processes payments, and maintains records for daily deposits.
  • Performs on-site charge entry for submission to billing.
• Office and Administrative Operations
  • Prepares and processes routine administrative paperwork, such as expense and purchase requisitions, and time sheets, ensuring timely submission.
  • Maintains confidential files and records for medical and administrative purposes; coordinates retrieval of records as needed.
  • Monitors office supply inventory and ensures basic maintenance of office equipment.

All responsibilities are essential job functions.

Position Qualifications

• License/Certification/Education: Required: 1. High School diploma or equivalent. Preferred: 1. Completion of a medical secretary, medical assistant, or related vocational training program.
• Experience/Skills: Required: 1. Proficiency in Microsoft Office Suite. 2. Strong organizational, communication, and customer service skills. 3. Ability to maintain confidentiality of patient and organizational information. 4. Demonstrated ability to manage multiple priorities in a fast-paced environment. Preferred: 1. 1 year of experience in a medical office or healthcare setting. 2. Proficiency in electronic health record (EHR) systems. 3. Familiarity with medical terminology, insurance authorization processes, and clinical workflows.
• Unless certification, licensure or registration is required, an equivalent combination of education and experience which provides proficiency in the areas of responsibility listed in this description may be substituted for the above requirements.
• All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.
• We're striving to make respect a part of everything we do at UMass Memorial Health for our patients, our community and each other. Our six Standards of Respect are: Acknowledge, Listen, Communicate, Be Responsive, Be a Team Player and Be Kind. If you share these Standards of Respect, we hope you will join our team and help us make respect our standard for everyone, every day.
• As an equal opportunity and affirmative action employer, UMass Memorial Health recognizes the power of a diverse community and encourages applications from individuals with varied experiences, perspectives and backgrounds. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, gender identity and expression, protected veteran status or other status protected by law.
• If you are unable to submit an application because of incompatible assistive technology or a disability, please contact us at View email address on click.appcast.io. We will make every effort to respond to your request for disability assistance as soon as possible.