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.