Medical Secretary

General Summary of the Job:

This position is responsible for providing comprehensive administrative and secretarial support while utilizing medical terminology and practice-specific workflows. The Medical Secretary works under the direct supervision of an assigned Physician and is expected to be physically present at the same office location as their assigned provider during scheduled work hours to ensure consistent, real-time clinical and administrative support. This is a full-time, non-exempt position that requires flexibility to support clinic operations across multiple locations, in Orange County, as needed.

Essential Job Functions include, but are not limited to:

• Provide in-office administrative support for the assigned provider at their primary location.
• Schedule patient appointments accurately and efficiently.
• Verify insurance eligibility and benefits prior to patient visits.
• Enter and maintain accurate patient demographics and insurance information in the EMR system.
• Collect patient balances, co-pays, deductibles, and estimates in accordance with practice policies.
• Obtain authorizations for visits and procedures, including HMO and Workers' Compensation cases.
• Answer and appropriately route incoming phone calls in a professional and timely manner.
• Perform patient check-in and check-out functions, including scheduling follow-up appointments.
• Manage medical records in accordance with regulatory and organizational standards.
• Sort and distribute mail, faxes, and electronic correspondence.
• Complete EDD, FMLA, and related disability forms as assigned.
• Provide coverage for other clinics and providers as operationally required, including but not limited to phone coverage, patient check-in and check-out, appointment scheduling, insurance verification, and basic administrative support.
• Ensure accurate insurance verification and benefit entry to support clean claims and timely reimbursement.
• Perform other duties as assigned to support overall clinic operations.

Expectations

· Maintain patient confidentiality and comply with HIPAA and all applicable regulations.

· Follow established chain of command and organizational policies.

-Demonstrate flexibility and willingness to support other providers and clinic locations as operational needs arise.

· Prioritize tasks effectively to meet deadlines in a fast-paced clinical environment.

· Maintain professional demeanor and communication with patients, providers, and staff.

· Adhere to attendance, punctuality, and coverage schedules as assigned.

· Complete assigned tasks accurately and in a timely manner.

Education and Experience

· High School Diploma or equivalent required.

· Basic computer proficiency required.

- Minimum of 2 years of experience in a medical office setting, including proficiency with electronic medical records (EMR) systems, required.

· Experience in an orthopedic practice strongly preferred.

Performance Requirements:

Knowledge:

· Understanding of EPM/EHR system.

• Knowledge of medical insurance processes, including Workers' Compensation.
• Familiarity with medical terminology and clinic workflows.

Skills:

· Strong organizational, planning, and prioritization skills.

· Ability to exercise initiative, judgment, discretion, and decision-making.

· Effective verbal and written communication skills.

· Ability to establish and maintain effective working relationships with patients, providers, and staff.

Equipment Operated

Standard office equipment including computers, iPad, fax machines, copiers, printers, telephones, etc.

Work Environment

While performing the duties of this job, the employee is occasionally exposed to work near moving, mechanical parts; fumes or airborne particles; toxic or caustic chemicals and risk of electrical shock. The noise level in the work environment is usually moderate. There is a combination of office and clinical settings.

Mental/Physical Requirements

While performing the duties of this job, the employee is regularly required to stand, walk, use hands to handle or feel, reach with hands and arms above shoulder level, and communicate verbally. The employee frequently stoops, kneels, or crouches and occasionally sits, climbs, or balances. The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds, and occasionally lift up to 50 pounds with assistance. Vision requirements include close, distance, peripheral, color vision, depth perception, and the ability to adjust focus. The position requires the ability to work under stressful conditions. Occasional travel to satellite offices and meetings may be required.