Medical Administration/Secretary

Medical Administration/Secretary

UBMD Orthopaedics & Sports Medicine is seeking highly organized, accountable, and professional individuals for our Medical Administration/Secretary positions. These roles will support either a Spine physician or a Pediatric Orthopaedic physician, depending on practice needs.

This is not a traditional front-desk position. The Medical Secretary serves as a key administrative partner to the physician, managing daily workflow, coordinating surgical procedures, and ensuring accurate and timely follow-through.

The Medical Secretary plays an important role in shaping the patient’s overall experience. Excellence in patient care is our primary focus, and we are seeking individuals who are compassionate, empathetic, and confident in their communication and administrative abilities. This position carries a high level of responsibility and requires strong organizational skills, professionalism, and accountability.

Medent experience preferred but not required.

JOB SUMMARY

The Medical Secretary provides high-level administrative support to physicians and advanced practice providers. This role requires a detail-oriented, dependable professional who can manage multiple responsibilities while remaining courteous, informative, and responsive to patients.

The ideal candidate demonstrates strong communication skills, exercises sound judgment, and takes ownership of ensuring that all scheduling, surgical, and documentation processes are completed accurately and on time.

LOCATIONS

Travel between office locations may be required based on clinical needs.

• 716 Health | 111 North Maplemere Rd., Suite 100, Williamsville, NY 14221
• BrookBridge | 5959 Big Tree Rd., Suite 108, Orchard Park, NY 14127
• ECMC | 425 Grider Street, Buffalo, NY 14215
• Corporate Office | 4225 Genesee St., Suite 400, Cheektowaga, NY 14225

KEY RESPONSIBILITIES

Provider & Schedule Management

• Manage provider schedules and daily workflow.
• Serve as a primary administrative point of contact for the physician.
• Coordinate follow-up appointments, imaging studies, consults, and referrals.
• Assist the provider with administrative responsibilities as requested.

Surgical Coordination

• Schedule surgeries in accordance with established procedures.
• Contact surgical patients to confirm surgery times and provide pre-operative instructions.
• Prepare and oversee surgical charts, ensuring all required pre-operative reports, clearances, and documentation are completed and received prior to surgery.
• Ensure surgical facilities receive all necessary consents, pre-operative orders, and required documentation in a timely manner.
• Coordinate effectively with hospitals and surgical facilities to ensure surgical readiness.

Patient Support & Administrative Duties

• Room and check out patients when necessary, generating work notes and orders per provider directive.
• Assist patients in booking follow-up appointments.
• Answer and direct incoming calls promptly and professionally.
• Listen to and return voicemails in a timely manner.
• Verify and update patient demographic and insurance information.
• Ensure required documents (HIPAA, Financial Policies, etc.) are completed.
• Review patient forms for accuracy and completeness according to office policy.
• Verify dates on imaging orders and confirm outside films when applicable.

Insurance & Documentation

• Obtain insurance and workers’ compensation authorizations and verifications.
• Ensure review and distribute daily progress notes to primary and referring providers.
• Support compliance with patient outcomes collection and quality reporting requirements. 
• Maintain strict adherence to HIPAA and confidentiality guidelines.

Additional Responsibilities

• Work collaboratively with the clinical team and Team Manager to support communication between patients, providers, and facilities.
• Assume other responsibilities as requested to support team operations.

QUALIFICATIONS

Education

• High School Diploma or equivalent required.

Experience

• Medical terminology required.
• Experience in a healthcare environment preferred.
• Medent experience preferred but not mandatory.

Skills & Competencies

• Excellent communication and customer service skills.
• Strong organizational and time-management abilities.
• Ability to multi-task in a fast-paced, team-oriented environment.
• High level of professionalism, accountability, and attention to detail.