Job Summary

The Medical secretary plays a key role in ensuring the smooth and efficient operation of the medical office. This position provides essential clerical and administrative support, managing both incoming and outgoing correspondence, maintaining departmental manuals, and supporting clinician scheduling. The Medical Secretary also oversees the organization of filing systems to keep the office running seamlessly. As the primary point of contact for patients, this role fosters a welcoming environment while also serving as a liaison between the practice and external support services.

Travel to the different office locations throughout Rhode Island will be required for coverage purposes.

Duties & Responsibilities

• Deliver high-quality secretarial support by expertly handling typing, filing, faxing, and ensuring office equipment is well maintained.
• Coordinate clinician schedules while seamlessly registering patients and verifying insurance and referral information.
• Serve as a key point of contact by answering, directing, and screening calls, and efficiently arranging meetings.
• Manage incoming mail and correspondence, ensuring timely routing and distribution to appropriate staff.
• Maintain accurate departmental tracking systems and generate cumulative reports as needed.
• Oversee treatment room readiness and clinical inventory; proactively order supplies to ensure smooth operations.
• Collect patient payments including co-pays and fee for service charges, ensuring accurate financial documentation.
• Prepare and organize medical records according to provider specifications and documentation standards.
• Execute patient registration and billing processes using EPIC, Cerner and IDX systems with precision.
• Craft clear, professional correspondence free of grammatical errors, and facilitate prompt communication.
• Foster strong working relationships with patients, providers, vendors, and internal departments.
• Uphold patient confidentiality and adhere to all hospital and regulatory compliance standards.
• Exhibit adaptability and problem-solving skills in a fast-paced environment, maintaining a positive and supportive attitude.
• Demonstrate reliability and punctuality by consistently arriving on time and meeting scheduled responsibilities.
• Performs all other related duties as assigned.

Requirements

• Must possess a high school diploma or equivalent.
• One year of job-related experience is required.
• Prior experience with an electronic medical record system is strongly preferred.
• Proficiency in medical terminology and departmental procedures.
• Strong interpersonal, verbal, and written communication skills.
• Proficient in MS Office applications (Word, Excel, PowerPoint, Outlook Access).
• Experience with scheduling, filing, and maintaining patient records.
• Familiarity with applicable systems (Cerner, IDX, Epic).

About Us

Care New England Health System (CNE) and its member institutions, Butler Hospital, Women & Infants Hospital, Kent Hospital, VNA of Care New England, Integra, The Providence Center, and Care New England Medical Group, is a trusted, integrated health care organization that fuels the latest advances in medical research, attracts the nation’s top specialty-trained doctors, hones renowned services and innovative programs, and engages in the important discussions people need to have about their health and end-of-life wishes. Care New England is helping to transform the future of health care, providing a leading voice in the ongoing effort to ensure the health of the individuals and communities we serve.

EEO Statements

Americans with Disability Act Statement: External and internal applicants, as well as position incumbents who become disabled must be able to perform the essential job-specific functions either unaided or with the assistance of a reasonable accommodation, to be determined by the organization on a case-by-case basis.

EEOC Statement: Care New England is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

Ethics Statement: Employee conducts himself/herself consistent with the ethical standards of the organization including, but not limited to hospital policy, mission, vision, and values.