Medical Secretary

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives. Location: 268 Trapelo Road, Belmont, MA.

The Medical Secretary provides administrative and clerical support to ensure efficient operation of the primary care office. This position is responsible for patient reception, appointment scheduling, records management, and coordination of communication between patients, providers, and other healthcare entities. The Medical Secretary plays a key role in maintaining the organization, accuracy, and confidentiality of patient information while supporting the overall workflow of the clinical team.

Job Description

Principal Duties and Responsibilities

1. Greet patients in person and over the phone in a courteous and professional manner
2. Schedule, confirm, and manage patient appointments using electronic health records (EHR) systems
3. Register new patients and update existing patient information
4. Handle incoming calls, messages, and faxes, ensuring timely communication between patients and providers
5. Process insurance information and verify eligibility
6. Collect co-pays and process payments
7. Maintain organized and confidential patient records
8. Prepare and manage correspondence, reports, and medical documents
9. Coordinate referrals to specialists and follow up on authorizations
10. Support medical staff with administrative tasks as needed
11. Maintain a clean and welcoming front desk and waiting area

Organizational Responsibilities

1. Follows hospital and department policies with special attention to safety, dress, attendance and punctuality, and display of ID badge. Subscribes to hospital’s mission statement, code of ethics, and standards of conduct.
2. Handles all work-related information in a confidential manner, as outlined in Confidentiality Policy. Recognizes and respects each patient’s right to privacy, and understands that this is protected by statute. Understands that looking up patient information not needed for job duties is prohibited and may be grounds for immediate dismissal.
3. Demonstrates initiative and creativity to continuously improve services, departmental and interdepartmental processes, and any other activities that affect quality.
4. Plans, organizes, and renders care for (neonate, pediatric, adolescent, adult, geriatric) patients within an assigned area.
5. Performs work responsibilities while staying in compliance with all applicable laws, rules, and regulations. Understands and agrees to uphold the Hospital Compliance Plan.
6. Adheres to Bloodborne Pathogen Exposure Control plan including consistent use of safety devices as designed to prevent sharp injuries.

Patient Safety

1. When taking a telephone order, writes the order on the Doctor’s Orders, reads the order back to the MD and document as a TORB.
2. When taking a verbal order, repeats the order back to the MD prior to implementing the order and documents as a VORB.
3. Uses only accepted abbreviations when documenting in the medical record.
4. Uses two unique patient identifiers prior to treatment or patient transport.
5. Adheres to Safe Injection Practices i.e. never reuses needles, cannulae and syringes.
6. Complies with Isolation Precautions including standard precautions; i.e, dons and removes appropriate personal protective equipment (PPE) as required by specific patient precautions.
7. Consistently complies with the hospital's Hand Hygiene Policy, i.e. cleans hands before every patient contact (even if gloves are worn), before donning sterile gloves for aseptic task, after handling body fluids, after every patient contact, and after contact with patient's environment.
8. Participates in EHS's TB program.
9. Participates in hospital's annual seasonal vaccine program (vaccination or declination completed).

Knowledge, Skills, and Abilities Required

1. High school graduate. Minimum of one year’s experience as a medical assistant in a medical practice environment desirable. Certification as a medical assistant desirable.
2. Graduate of accredited secretarial training school preferred. Knowledge of medical terminology, word processing equipment, and personal computers
3. Two years of experience in a busy medical practice setting. Ability to perform multiple tasks simultaneously. Knowledge of pre-admission and pre-testing requirements helpful.
4. Working knowledge of insurance regulations and form completion. Ability to be trained in CPT and ICD9 coding. Knowledge of billing system helpful.
5. Must be certified in CPR.
6. Excellent communication and interpersonal skills. Ability to work independently and follow directions.
7. Effective telephone manner and ability to communicate with patients, physicians, and other professional staff.
8. Computer skills are necessary.

Working Conditions

1. Job requires physical stamina; many hours/days on the feet
2. Ability to walk and stand for up to 90% of work time, to push, pull and to lift 10 lbs.
3. All staff are expected to cross train and help each other when needed.
4. Job requires some weekends and evenings.
5. Busy medical practice environment. Mount Auburn Hospital employees must be able to readily adjust to change and handle a rapid-paced environment and the stresses associated with that, while continuing to provide high-quality, efficient service.

Pay Range: $20.00 - $26.92 The pay range listed for this position is the base hourly wage range the organization reasonably and in good faith expects to pay for this position at this time. Actual compensation is determined based on several factors, that may include seniority, education, training, relevant experience, relevant certifications, geography of work location, job responsibilities, or other applicable factors permissible by law. Compensation may exceed the base hourly rate depending on shift differentials, call pay, premium pay, overtime pay, and other additional pay practices, as applicable to the position and in accordance with the law.

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) as a condition of employment.

More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger.

Equal Opportunity Employer/Veterans/Disabled At Beth Israel Lahey Health, we are driving the change in health care that Massachusetts wants and needs. Our culture promotes continuous learning, growth, innovation and a sense of belonging. We make it a priority to offer comprehensive compensation and benefits and help you achieve a healthy and balanced life. While you're busy caring for and supporting our patients, we take care of you.