Senior Medical Administrative Secretary, Fitchburg Primary Care

Exemption Status:
Non‑Exempt

Hiring Range: $16.60 - $31.37

Schedule Details:
Monday through Friday, 8 am to 4:30 pm (40 hours per week) – Day Shift

Cost Center: 34000 – 3071 Fitchburg Primary Care

Signing bonus may be available; eligibility will be confirmed during the interview process.

At UMass Memorial Health, everyone is a caregiver. Exceptional patient care, academic excellence and leading‑edge research make UMass Memorial the premier health system of Central Massachusetts.

The Secretary, Medical Admin Sr provides advanced administrative and clerical support to physicians, advanced practice providers, and clinical staff. The position coordinates office operations, provides training and mentorship to administrative personnel, manages complex scheduling and program support, and serves as the primary liaison for clinical, academic, and administrative functions.

• Patient Scheduling, Registration, and Coordination
  • Schedules and coordinates inpatient and outpatient visits, procedures, and diagnostic testing.
  • Registers patients, verifies insurance coverage and eligibility, and secures required referrals or authorizations.
  • Assists with new patient intake, collecting demographic and insurance information.
  • Identifies urgent patient‑care needs and escalates to providers or clinical staff as appropriate.
• Communication and Customer Service
  • Answers and screens phone calls, responds to routine inquiries, and routes messages to appropriate caregivers.
  • Greets visitors and patients, determines their needs, provides information on procedures and policies, and ensures a professional, courteous experience.
  • Serves as liaison between patients, families, and caregivers to promote timely and effective communication.
  • Escorts patients to examination rooms and chaperones examinations as required.
• Documentation, Transcription, and Correspondence
  • Transcribes medical reports from dictation and produces correspondence, reports, memos, and other documents.
  • Proofreads and edits materials for grammar, spelling, format, and style.
  • Composes or prepares standard letters and forms for review.
  • Prepares, updates, and maintains patient charts, records, and other documentation in accordance with organization standards and HIPAA regulations.
• Meeting, Program, and Faculty Support
  • Arranges and coordinates internal and external meetings; prepares and distributes agendas; records and distributes minutes.
  • Makes travel arrangements for conferences, meetings, and other events.
  • May coordinate residency, fellowship, clerkship, or other educational programs, including schedules, requirements, and related documentation, as assigned.
• Billing and Financial Processing
  • Collects patient copayments, processes payments, and maintains records for daily deposits.
  • Performs on‑site charge entry for submission to billing.

Provides reception services, greets visitors and/or patients, ascertains their needs, and provides information as required, delivering quality customer service. Handles patient‑related visits and phone calls, provides routine information, and identifies problem‑related priorities.

License/Certification/Education

• Required: High School diploma or equivalent.
• Preferred: Completion of a medical secretary, medical assistant, or related vocational training program.

Experience/Skills

• 2 years of experience in a medical office or health‑care setting.
• Proficiency in Microsoft Office Suite and electronic health record (EHR) systems.
• Strong organizational, communication, and customer‑service skills.
• Ability to maintain confidentiality of patient and organizational information.
• Demonstrated ability to manage multiple priorities in a fast‑paced environment.
• Preferred:
  Previous experience providing administrative support in an academic medical office.
• Preferred:
  Familiarity with medical terminology, insurance authorization processes, and clinical workflows.

Unless certification, licensure, or registration is required, an equivalent combination of education and experience which provides proficiency in the areas of responsibility listed in this description may be substituted for the above requirements.