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Medical Secretary - Full Time

East Liverpool, OH

Responsible for proofreading individual physician’s transcription, surgery/test scheduling, telephone calls, mail, ensuring completion of required forms, surgery billing, other miscellaneous billing, coordinating the physician’s filing and copying of medical records, assisting the nurses with telephoning pharmacies with prescriptions/refills, insurance pre-certification, assisting the physician or office staff when necessary, and other duties that may be assigned by the Practice Manager or Assistant Practice Manager. Will mainly be responsible for covering other secretaries when they are out of the office. 

Duties and Responsibilities:

  • Proofread and edit all dictation, reports and other correspondence
  • Transcribe letters and reports when necessary
  • Schedule all tests and surgeries
  • Obtain prior authorization on required durable medical equipment
  • Manage incoming hospital consults
  • Ensure that disability and Workers’ Compensation forms and any other forms needed are given to the forms clerk in a timely manner
  • Coordinate surgery and miscellaneous charges
  • Schedule all office appointments for individual physician
  • Handle all telephone calls with good communication skills
  • Assist attorneys, employers, and insurance companies
  • Schedule and coordinate depositions
  • Keep patient’s medical records up-to-date
  • Maintain physician’s schedules and appointment books
  • Open all mail and respond as necessary
  • Any special requests from the Practice Manager or Assistant Practice Manager

Other Job Duties and Responsibilities:

  • Comply with all HIPAA and OSHA regulations and policies
  • Completes necessary paperwork such as encounter forms
  • Uses computer system to generate information necessary for billing.
  • Schedule testing/procedures and patient appointments with other physicians whom they may be referred as directed.
  • Maintains and updates current information on physician’s schedules ensuring that patients are scheduled properly and appointments are confirmed.
  • Attends meetings as required.
  • Assists in care and maintenance of office equipment.
  • Other duties as assigned.

Knowledge And Skills Required:

  • Knowledge of reception tasks, clinic policies/procedures, paperwork.
  • Knowledge of how to use office equipment including phone, computer.
  • Knowledge of customer service concepts and techniques.
  • Knowledge of business office procedures.
  • Knowledge of grammar, spelling, and punctuation to type patient information.
  • Skills in using office equipment satisfactorily and handling paperwork/filing adequately.
  • Skills in customer service principles by creating a pleasant waiting room atmosphere.
  • Skills in answering the telephone and using a multi-line telephone system in a pleasant and helpful manner.
  • Ability to communicate clearly in person and maintain cooperative relationships with patients, families, physicians, staff and other customers.
  • Ability to read, understand and follow oral written instructions.
  • Ability to sort and file materials correctly by alphabetic or numeric systems.

Education and Work Experience:

  • High School graduate with a two-year medical secretary or medical assisting degree.
  • Two years of experience in a medical office may be substituted dependent upon the capacity
  • Knowledge of medical terminology desirable.

Environmental/Working Conditions:

  • Office setting, well-ventilated and well lighted. Work involves frequent telephone contact with patients. Work may be stressful at times. Interaction with others is constant and interruptive. Contact involves dealing with sick people.

Physical/Mental Demands:

  • Sitting for extended periods of time along with some stooping and bending.
  • Requires sitting to standing throughout the day as required.
  • Requires eye-hand coordination, finger dexterity.
  • Must be able to view computer screens for long periods.
  • Occasional stress related to workload and patients with problems.


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