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Medical Secretary - Administrative

Company: Sigma Inc
Location: Worcester
Posted on: March 17, 2023

Job Description:

57-870-761 Medical Secretary - Administrative, Worcester, MA - 3 Months Contract
Sigma Systems is currently looking for a Medical Secretary - Administrative to work for PEDI Immunology -Department in Worcester, MA.

Shift timings: Monday-Friday 8:00 am - 04:30 pm ( includes a 30 min break )


  • Performs secretarial and administrative support services for assigned physicians/faculty/ medical service line chiefs where the work requires a thorough knowledge of medical office procedures and UMMHC business and academic administrative practices.
  • Duties involve interfaces with faculty; medical staff, patients, and various Client administrative management and staff, which require considerable tact and diplomacy.
  • May coordinate associated medical office activities and assigned staff.


    • May perform duties to coordinate medical office activities and staff as assigned, to include training, and scheduling the work of assigned employees, recommending processing improvements and implementing new procedures, and monitoring employee performance.
    • Transcribes medical reports for physicians from dictation. Produces correspondence, reports, memos, etc. from dictation drafts, models, etc. Proof reads/edits manuscripts, grant applications, academic and professional papers, and other material for appropriate grammar, spelling, format and style.
    • May attend meetings in capacity of recording secretary. Distributes meeting agenda and minutes.
    • May serve as coordinator of divisional residency, fellowship, clerkship, and/or graduate or undergraduate education programs.
    • Composes, or selects standard form letters for physicians' response to routine inquiries and procedures, such as back-to-work authorizations.
    • Arranges meetings and activities for faculty for the most efficient use of available time. Makes travel arrangements for trips, conferences, etc..
    • Schedules and coordinates patient visits, medical procedures for both inpatients and outpatients with admitting, the OR, testing centers, pre-admission, etc.
    • Coordinates internal and external meetings.
    • Greets visitors and/or patients. Ascertains their needs, and provides standard information as required. Fosters quality customer service.
    • Receives and addresses patient-care related phone calls. Provides routine information on procedures and standard policies, refers matters to appropriate person within department. Identifies problem related priorities, and responds to emergency need to interrupt or contact physician and/or clinicians, within physician's guidelines.
    • Issues and verifies patients' managed care referrals.
    • Registers patients for each patient visit, utilizing computer-based patient registration/ scheduling system.
    • Verifies patient's insurance coverage and eligibility.
    • Escorts patients to examination rooms and chaperones patients as required.
    • Collects co-payments from patients for visits, maintains records, and makes daily cash deposit.
    • May perform on-site charge entry processes, utilizing computer-based systems.
    • Batches daily encounter forms and relays/submits forms/information to the billing office.
    • May processes standard and non-standard business office administrative paperwork, such as purchase requisitions, employment requisitions, employee time sheets, expense vouchers, etc. Follows-up with personnel outside the medical office and UMMHC to expedite timely action and alleviate, or report delays as appropriate.
    • Provides guidance to departmental personnel in medical office and UMMHC administrative policies and procedures.
    • May provide work guidance to office clerical staff.
    • Sets up and maintains confidential, sensitive files and records for multiple functions, academic materials, medical records, etc. ensuring efficient retrieval of information. Coordinates retrieval of medical records.
    • Ensures adequate inventory of office supplies and basic maintenance of office equipment.
    • May coordinate basic set up and maintenance of office personal computers and associated equipment. Ensures timely service.
    • Participates in performance improvement initiatives and demonstrates the use of quality improvement in daily operations.
    • Ensures compliance with health and satiety requirements and with regulatory agencies such as DPH, etc.
    • Complies with established departmental policies, procedures, and objectives.
    • Attends variety of meetings, conferences, and seminars as required or directed.
    • Demonstrates use of quality improvement in daily operations.
    • Complies with all health and safety regulations and requirements.
    • Respects diverse views and approaches, and contributes in maintaining an environment of professionalism, tolerance, civility and acceptance toward all employees, patients and visitors.
    • Performs other similar and related duties as required or directed


      • Requires a High School diploma, 6-12 months additional specialized medical secretarial/medical office training and 2-3 years of medical secretarial/administrative support experience.
      • Software used: Word processing, spreadsheet, presentation graphics, database, Medi-Tech, IDX, Lynx, etc.
      • Unless certification, licensure or registration is required, an equivalent combination of education and experience which provides proficiency in the areas of responsibility listed in this description may be substituted for the above requirements.
      • Department-specific competencies, including age-specific competencies and their measurements, will be developed and maintained in the individual departments.
      • The competencies will be maintained and attached to the departmental job description. Responsible managers will review

Keywords: Sigma Inc, Worcester , Medical Secretary - Administrative, Administration, Clerical , Worcester, Massachusetts

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