University of New England

Medical Secretary

Basic Function

To perform a full range of secretarial and clerical functions for the University Health Service, with a focus on clinic reception and medical record keeping duties.

Characteristic Duties & Responsibilities

Primary

• Perform key clinic reception functions, answering phones and greeting patients and others in person:  screen calls and visitors patients to determine nature of request or problem; refer to appropriate staff member; take messages; schedule, reschedule and cancel appointments with clinic physicians, using computer system; take standard information for billing, administrative or other purposes; distribute a variety of forms, informational materials and medical records; collect and record payments; answer questions about Health Service/University policies, procedures, fees, schedules, services, programs, and the like; assist with completion of forms; call in referrals to other health care providers; schedule appointments for consultations, x-rays, lab tests, physical therapy, MRI's, CT scans, and so forth.
• Maintain patient chart/file system: produce daily patient list; pull charts, ensuring that various records and forms are in proper order; insert new/updated clinical and administrative documentation in charts, checking for physician sign-off as required; re-file charts.
• Process medical records requests: screen incoming requests; pull charts and route to physician for approval; copy pertinent information, adhering to established rules for protection of confidentiality in releases to third parties; prepare related billing invoice.
• Perform various data entry and information retrieval tasks using computerized patient records system.
• Type/word process and proof clinical notes, correspondence, reports, forms, manuals, records, and other materials from taped, handwritten, or typed copy.  Draft some routine correspondence for department head or other senior staff members' signature.
• Screen, sort and distribute incoming mail.  Prepare outgoing mail.
• Photocopy and collate various materials.
• Order office and clinical supplies. Process and maintain records of purchase orders.
• Train and oversee the work of junior clerical staff or student assistants.
• Assist with related record keeping, bookkeeping and administrative tasks as necessary.
• Complete new employee orientation and sexual harassment training within 30 days of the date of hire.
• Understand and comply with the University of New England Safety Manual.
• Perform other related duties as assigned.

Supervision Received

Moderate supervision is received from the Health Service Office Manager or other senior staff member.

Qualifications

Associate's degree in an appropriate discipline, plus one to two years of relevant secretarial experience, or a combination of education and experience from which comparable knowledge and skills are acquired.

• Excellent typing/word-processing, spelling, filing, reception, and other general office skills.  Good basic reading, writing and math skills.  Some training or experience in use of computerized filing/data base management systems.
• Some relevant training/experience in a medical setting desirable.
• Ability to speak clearly and comfortably to and deal courteously and efficiently with patients, physicians, hospital personnel, insurance companies, attorney’s offices, and others.
• Ability to use discretion in handling confidential information.

Annual Training Requirements

• Code of Conduct
• Fire Safety
• Sexual Harassment
• Ergonomics
• HIPAA