Medical Secretary

The Opportunity

The Medical Secretary provides essential administrative and clerical support to ensure efficient operations at Rhode Island Primary Care Medical Group. This position serves as a critical communication hub between patients, providers, clinical staff, and external stakeholders in a multi-site medical practice environment. The Medical Secretary maintains accurate medical records, manages scheduling and correspondence, and ensures seamless coordination of patient care activities. 

What you’ll do

• Front Office Operations: 

  • Greet patients and visitors in a professional and welcoming manner 
  • Check in patients, verify demographics and insurance information in Epic EHR 
  • Collect co-payments and process patient payments using point-of-sale systems 
  • Schedule, reschedule, and confirm patient appointments across multiple providers and locations 
  • Manage provider calendars and optimize appointment scheduling 
  • Respond to patient inquiries via phone, email, and patient portal messages 
  • Register new patients and update existing patient information 

   

  Medical Records and Documentation: 

  • Maintain accurate and confidential patient medical records in Epic EHR 
  • Scan, file, and organize medical documents and correspondence 
  • Processing medical records requests and release of information forms 
  • Ensure compliance with HIPAA regulations and patient privacy standards 
  • Track and follow up on missing or incomplete documentation 
  • Prepare charts and documentation for provider review 
  • Coordinate medical record transfers between facilities and external providers 

  Administrative Support: 

  • Transcribe provider notes and communications as needed 
  • Process prescription refill requests and route to appropriate clinical staff 
  • Coordinate referrals to specialists and obtain prior authorizations 
  • Verify insurance eligibility and benefits 
  • Prepare and submit insurance claims and support documentation 
  • Handle incoming and outgoing mail and faxes 
  • Coordinate patient follow-up appointments and recall systems 

   

  Communication and Coordination: 

  • Serve as liaison between patients, providers, clinical staff, and external contacts 
  • Communicate test results to patients by provider instructions 
  • Coordinate with other RIPC Medical Group locations for patient care continuity 
  • Facilitate communication with pharmacies, laboratories, and imaging centers 

   

  Quality and Compliance: 

  • Maintain patient confidentiality and adhere to HIPAA regulations 
  • Follow office policies, procedures, and clinical protocols 
  • Participate in quality improvement and compliance initiatives 
  • Support ACO quality metrics documentation and reporting 
  • Ensure accurate and timely completion of administrative tasks 
  • Always maintain professional appearance and demeanor 

Who you are 

• Requirements and Qualifications: 

  • Minimum of 2+ years of experience as a Medical Secretary in Primary Care.  
  • High school diploma required. 
  • Self-starter & willingness to learn.  
  • Strong communication, organizational, and planning skills. 
  • Proficiency with Epic systems and Microsoft Office (Excel, Outlook, Teams, Word).  
  • Ability to collaborate with team members on assigned tasks.  
  • Familiarity with medical terminology and ability to calculate and collect cash transactions. 
  • Must possess good interpersonal skills, including excellent communication skills and ability to deal effectively with staff, physicians and patients in a courteous manner. 

Benefits

• • Medical, dental, & vision coverage
  • Life insurance - Company paid basic life insurance & voluntary supplemental policies
  • Company paid Health Reimbursement arrangement that reduces employee responsibility of medical plan deductible
  • Voluntary accident insurance
  • 401k eligibility at 1-year of employment, immediate vesting of company match once eligible
  • Paid time off
  • Paid holidays
  • Work life balance of primary care office setting

Physical Demands:

• Prolonged periods of sitting at a desk and using a computer.   
• Able to sit/stand/walk for long periods of time.   
• Must be able to lift 15 pounds at times.