Administrative Secretary

Position Number
Compensation Max
USD $18.94/Hr.
Compensation Min
USD $14.57/Hr.


Under minimal supervision, performs a wide variety of administrative support and problem-solving duties of a confidential nature for the department. Compiles regular and special reports using established formats and procedures. Must be well organized, highly flexible, posse a keen awareness of customer service, and have the ability to multi-task and prioritize under pressure. Ability to manage and meet deadlines for multiple projects. Provide relief coverage for the Medical Assistant.


Organizes work assignments and priorities with minimal supervision or directions. Provides coverage for all other support staff as needed.


Responsible for the accuracy of information obtained from complex multi-payer insurance companies to include but not limited to verification of benefits eligibility procedures; procuring and completing documentation for pre-certification and referral/authorizations.


Calculates an accurate and comprehensive estimate of patient liability.


Assists with bill tracking, reimbursement, payment and denials of service.


Provides administrative support to faculty/providers.


Performs diverse clerical tasks requiring analysis, judgment and detailed knowledge of department and/or company policies and procedures including: selecting and compiling data and making necessary calculations to translate data and information into required results, investigating and providing routine explanations of variations from generally expected results.


Provide administrative support to Office Manager and Practice Manager – process correspondence; coordinate Outlook schedules; liaison for clinic, faculty, staff, and students; assist with special projects, including but not limited to: analysis of provider billing, and patient access.


Performs other duties as assigned.


Medical Assistant duties when needed:

  • Triage incoming patients by obtaining vital signs, chief complaints, reconciling medication list, reconciling allergies, and recording lifestyle habits, which are to be all entered into the electronic health record (EHR).
  • Determine needs of the patient /family then provide, and explain, appropriate material or resources.
  • Take incoming calls concerning prescription refills, patient questions, and follow up appointments.
  • Provide the physicians with appropriate information for prescription refills and notify patients when prescriptions available.
  • Monitors the Meaningful Use standards and follows up with patients with the clinical summary of their appointment.
  • Coordinate the “Follow My Health ” patient portal to insure utilization by the patient population.
  • Appropriately document all information in the EHR.  Review the chart for completeness, test results, coding and billing.
  • Complete all “tasks” within the electronic medical record. This includes responding to patient messages, prescription refills, lab results, referrals, medication prior authorizations, patient forms and follow up from physicians.  All tasks must be reviewed, addressed and marked appropriately before the close of each business day.
  • Respond to questions from patients, family members, faculty and staff in a timely and professional manner.
  • Scan documents inEHR, as needed.
  • Assist in pre-authorization for patients medications, when needed.
  • Input patient coding/charges into the system, as needed.



High School plus three (3) years of previous secretarial/administrative work experience in an office setting. CMA or RMA is required to provide relief coverage for the Medical Assistant.

 Previous experience with Microsoft Office applications and emailing/calendaring. Associate’s degree is preferred. Knowledge of CPT/ICD-9 and ICD-10 coding and previous work experience in reimbursement practice and procedures is preferred.

Location : Location



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