Secretary na None

Medical Secretary 

The medical secretary position supports medical staff including physicians, physician assistants etc. The role requires an administrative professional who is detail oriented, responsible, dependable, efficient, and can multi-task while remaining courteous, informative, and empathetic towards patients. Travel to several of the office locations may be required. 

Key Responsibilities

• Oversee Daily Operations of Two Specialty Clinics
  Manage and coordinate daily functions for two specialty practices:
  1. Foot & Ankle 
  2. Trauma 
      Ensure both clinics operate efficiently and align with hospital standards and protocols.
• Administrative Coordination
   Support providers with appointment tracking, documentation, follow-up tasks, and general administrative duties to maintain efficient clinic flow.
• Utilize EMR Systems
   Work efficiently within electronic medical record (EMR) systems to manage scheduling, patient documentation, chart creation, and coordination of care across both clinics.
• Coordinate and Schedule Surgeries
   Work closely with providers, surgical teams, and patients to schedule procedures. Ensure all pre-operative requirements are met, including medical clearances, pre-testing, and documentation.
• Interdepartmental Collaboration
   Communicate and collaborate effectively with other hospital clinics, departments, and administrative staff to ensure seamless patient care and operational continuity.
• Maintain High Levels of Organization
   Manage multiple tasks simultaneously with strong attention to detail and accuracy. Prioritize work effectively while ensuring timely completion of all tasks.
• Process Improvement & Adaptability
   Identify and help resolve workflow challenges. Remain adaptable in a dynamic clinical environment with shifting priorities and frequent changes.
• Professionalism & Reliability
   Exhibit dependability, punctuality, and accountability. Serve as a reliable point of contact for both providers and internal teams.
• Commitment to Learning
   Demonstrate a willingness to learn new systems, workflows, and responsibilities, and remain adaptable to changes based on provider needs and clinic priorities.

Duties 

• Answering phones; listen & return voicemails 
• Manage two separate office phone numbers: one for each provider
• Sending/responding to triages & e-mails (Medent & Outlook)
• Scheduling appointments
• Scheduling surgeries
• Coordinate / Obtain Pre-Surgical and Medical Clearances 
• Ordering appropriate pre-operative testing such as labs, chest x-rays, EKGs and other required diagnostics in accordance with provider protocols 
• Manage and maintain providers calendars, including clinic schedules, surgical blocks
• Ensure patients have signed any required documents including HIPAA and financial policies.
• Obtain insurance authorizations for surgeries, imaging, injections etc. Entering referrals. 
• Complete and distribute disability paperwork.
• Review & distribute daily progress notes to primary doctors and referring doctors.
• Manage Medent tanks: documents, general orders, diagnostic imaging, lab orders, etc.
• Assist the provider(s) with other responsibilities as requested.
• Assume other responsibilities as requested.

Qualifications

• Education Requirements 
  1. High School Diploma or equivalent required. 
• Experience Requirements 
  1. Medical Terminology.
  2. Healthcare environment.
  3. Medent experience preferred.
• Skills and Competencies Requirements 
  1. Excellent communication and customer service skills required. Must be able to multi-task and desire to work in a fast-paced, team-oriented environment.