Medical Secretary - Medical Assistant

Summary

Under the general supervision of the Ambulatory Clinical Manager and/or Practice Manager, and in collaboration with Physicians and Registered Nurses, this position provides comprehensive clinical and administrative support to ensure efficient, high-quality patient care in an ambulatory setting. The role integrates direct patient care responsibilities with patient access, scheduling, registration, and front-office operations.

This position functions as an integral member of the clinical team and supports daily operations to ensure smooth and efficient practice flow. The incumbent must maintain a professional, positive manner when interacting with patients and all customers in person, by phone, or electronically.

Employees are expected to embrace the organization's mission of "Delivering health with care" and demonstrate the core values of Compassion, Accountability, Respect, and Excellence, along with the competencies of:

• Instill Trust and Value Differences
• Patient and Community Focus and Collaboration

Key Responsibilities

Clinical Support

• Perform pre-visit planning by reviewing patient records, test results, consults, hospital notes, and care gaps in the EMR.
• Prepare patients for examination by escorting to exam rooms, obtaining vital signs (blood pressure, pulse, temperature, respiratory rate, height, weight, pulse oximetry), and documenting chief complaint.
• Record complete patient intake including medical history, medications, pharmacy information, and required visit documentation in the EMR.
• Assist providers during examinations and procedures using proper aseptic technique and serve as a chaperone when required.
• Perform clinical procedures such as EKGs and in-office testing, including required quality controls.
• Administer vaccines and medications as ordered by the provider, in accordance with policies.
• Ensure proper labeling, handling, and handoff of specimens to onsite lab draw station in compliance with policy.
• Track and follow up on lab/test results; escalate abnormal findings appropriately.
• Coordinate and track referrals, ensuring consult reports are obtained and documented.
• Educate patients on procedures, test preparation, care coordination, and appropriate healthcare utilization.
• Maintain exam room readiness; stock supplies, monitor expiration dates, and ensure equipment cleanliness/functionality.
• Monitor and log medication and vaccine refrigerator temperatures.
• Support infection control, safety, and quality assurance standards.

Patient Access & Administrative Support

• Schedule, confirm, and reschedule appointments using electronic scheduling systems; follow established scheduling protocols.
• Register and preregister patients; verify/update demographics and insurance.
• Obtain required consents and complete visit-specific forms.
• Obtain prior authorizations, insurance referrals, and verify eligibility.
• Collect co-payments and provide receipts per guidelines.
• Enter and verify diagnosis/service codes within departmental scope.
• Prepare and maintain complete patient records prior to visits.
• Serve as front desk point of contact: greet patients, answer phones, triage inquiries, and route calls appropriately.
• Coordinate with internal departments and external facilities to obtain necessary clinical documentation.
• Conduct outreach for appointment reminders, follow-ups, labs, quality initiatives, and specialty scheduling.
• Schedule follow-up visits, specialty appointments, and testing as ordered by providers.
• Manage clinical and administrative "buckets"/work queues in a timely manner.
• Scan, fax, file, and manage documentation.
• Assist with billing inquiries and direct patients to financial resources as appropriate.
• Prepare and distribute correspondence, instructions, and educational materials.

Operational Responsibilities

• Maintain organized workflow and maximize productivity.
• Demonstrate flexibility to support staffing and cross-functional coverage needs.
• Work independently with minimal supervision while maintaining high performance standards.
• Participate in staff meetings, training, and ongoing professional development.
• Assist with onboarding and mentoring new staff.
• Proactively communicate supply needs and assist with ordering.
• Maintain strict confidentiality and HIPAA compliance, always using discretion.
• Demonstrate professionalism, teamwork, and a patient-centered approach.
• Adhere to all hospital, departmental, and organizational policies.

Basic Qualifications

• High School Diploma or equivalent.
• Completion of a Medical Assistant program or equivalent experience.
• Basic Life Support (BLS) certification required.
• Strong knowledge of medical terminology.
• Proficiency with EMR systems (EPIC preferred), scheduling, and billing systems.
• Experience with Microsoft Office (Word, Excel, Outlook) preferred.
• Strong communication, interpersonal, and customer service skills.
• Ability to prioritize tasks and respond effectively in fast-paced environments.

Experience

• Minimum 6 months medical office or outpatient experience preferred.
• 1-3 years of Medical Assistant experience in an ambulatory setting preferred.
• Experience with electronic medical records and clinical workflows strongly preferred.

Work Environment

• Ambulatory care setting with a combination of sitting, standing, and walking.
• Frequent interaction with patients, families, and interdisciplinary teams.
• Requires high level of patient engagement and service orientation.

Additional Expectations

• Demonstrates cultural competence and provides care across the lifespan.
• Supports patient-centered medical home and quality initiatives.
• Provides a high level of customer service to all patients and stakeholders.
• Adheres to safety, regulatory, and compliance standards.
• Performs other duties as assigned.

Pay Range:

$19.43-$28.36

Brown University Health is committed to providing equal employment opportunities and maintaining a work environment free from all forms of unlawful discrimination and harassment.

Location:

Morton Hospital - 88 Washington Street Taunton, Massachusetts 02780

Work Type:

32 hour days, Foxboro Location

Work Shift:

Day

Driving Required:

No

Union:

1199 Seiu United Healthcare Workers East