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.