Medical Secretary

Job Qualifications

EDUCATION – Required

Degree/Diploma Obtained          Program of Study

High School Diploma

Education Requirements

EDUCATION - Preferred

Degree/Diploma Obtained          Program of Study

Bachelors

LICENSURE – Required : None

Certification Requirements

CERTIFICATIONS/LICENSURE - Preferred

EXPERIENCE – Required

Minimum Years of ExperienceType of Experience

0Healthcare/Medical-Medical Secretary

EXPERIENCE – Preferred

Minimum Years of ExperienceType of Experience

2

SKILLS - Required

Excellent verbal and written communication skills.

Strong customer service orientation.

Superior written and oral communication skills

Exceptional customer service skills

Ability to follow through with tasks to completion

Strong organizational and problem-solving skills

Ability to multitask in a fast paced environment

Ability to effectively and accurately follow directions or instructions

Ability to work collaboratively as part of a team; offers to help coworkers when needed

Detail-oriented

Ability to escalate issues appropriately

Consistently displays a positive attitude towards one’s work and work environment

Strong computer skills

Performs accurate typing (e.g., 45-60 words per minute)

SKILLS – Preferred

Experience with Epic

Familiarity with medical terminology

Knowledge of healthcare and health insurance

Prior medical office experience

PHYSICAL WORKING CONDITIONS

Sitting in a comfortable position with frequent opportunity to move about the department and traverse the hospital campus. Examples: executive, management, administrative and secretarial positions.

ENVIRONMENTAL WORKING CONDITIONS

Located in a comfortable indoor area. Examples: executive, management and secretarial positions.

HAZARDS

OSHA Category 3

Tasks that involve no exposure to blood, body fluids, tissues, or other potentially infectious materials and Category 1 tasks are not a condition of employment.

Behavioral & Leadership Competencies: Team Members(Provided & Standardized by HR)

Performance Mindset: Demonstrates critical thinking to identify challenges impacting work and recommends solutions. Takes measurable action to change, learn, and grow.

Communication: Communicates in a clear and organized manner that achieves desired results. Speaks and writes professionally and respectfully. Listens actively and empathetically.

Collaboration: Understands how one's work connects and intersects with other team member’s work and HSS’ goals. Actively works with others and engages in dialogue when differences exist. Is open to receiving feedback.

Empowerment: Shares ideas and points of view. Volunteers to take on stretch assignments and/or additional responsibilities identified by and/or with manager.

Engagement: Cares about the mission of HSS. Is an active participant in meetings and interactions with colleagues and/or patients. Demonstrates a desire to learn and grow. Understands how behavior and attitude impact the broader team and acts in a way that supports the culture and team’s engagement.

Adherence to HSS Policies: Respects and holds self and/or others accountable to following HSS Policies and Code of Conduct. (Examples: Time and Attendance, Professionalism, Safety, Privacy, and a commitment to providing or supporting service excellence to patients.)

Position Competencies

Patient Service & Communication Skills: Answers phones and greets patients courteously, clearly, and efficiently.  Demonstrates a professional demeanor, empathy, discretion, and respect in all patient interactions. Ensures timely internal/external communication via phone, email, or in-person regarding appointments, instructions, and follow-ups.Handles patient concerns calmly, and appropriately escalates concerns to administrative manager or clinical staff when necessary.

Scheduling & Coordination: Schedules appointments and ancillary services accurately,following provider protocols and availability.Coordinates referral processes with accuracy and urgency.Communicates effectively/proactively with other administrative staff and clinical teams to ensure smooth patient flow. 

Billing/Chart Documentation:Manages check-out processes accurately,facilitating time of service payments from patients, including copayment and outstanding balance collections (as needed).Obtains authorizationsand/or follows up with appropriate teamson the status through completion, as needed.Ensures all information is collected from patients to ensure timely billing.Usesappropriate written communication when documenting in patient charts, andinteracting with physician and other clinical teams.Accurately scans patient records per hospital guidelines. 

Technical & Systems Proficiency: Proficient in the use of electronic medical records systems (e.g., Epic) and navigates scheduling, billing, and Microsoft Office software with competence.Operates phones system, scanners, copiers, printers, and other front-desk technology efficiently.Learns and adapts to new systems, policies and technologies relevant to office operations.

Office Workflow and Operational Efficiency: Prioritizes tasks and manages workload efficiently to meet patient needs, and departmental goals such as call answer rates. Takes initiative to resolve issues and assist colleagues.Adapts to workflow changes and supports team productivity.Fulfills a lead role in the office when covering for Office Manager during time off.Demonstrates accountability in job duties.