Medical Office Secretary

Job Description

Job Description

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