When you join the growing BILH team, you're not just taking a job, you're making a difference in people's lives.
The Medical Secretary provides administrative and clerical support to ensure efficient operation of the primary care office. This position is responsible for patient reception, appointment scheduling, records management, and coordination of communication between patients, providers, and other healthcare entities. The Medical Secretary plays a key role in maintaining the organization, accuracy, and confidentiality of patient information while supporting the overall workflow of the clinical team.
Job Description:
Medical Secretary - OBGYN
Location
Mount Auburn OBGYN - Arlington
Schedule
Monday through Friday
Primarily 8:00 a.m.-4:30 p.m.
Some 8:30 a.m.-5:00 p.m. coverage may be needed
About the Role
Be the welcoming and dependable first point of contact for patients at Mount Auburn OBGYN in Arlington.
This busy, seven-provider practice may serve up to 50-60 patients in a day. As a Medical Secretary, you will manage front desk operations, coordinate appointments, maintain accurate patient information, and help patients feel supported during both routine and sensitive visits. Success requires strong follow-through, critical thinking, attention to detail, and compassionate communication.
What You'll Do
Greet patients and manage the check-in and check-out process
Schedule, confirm, and update office visits, mammograms, ultrasounds, and follow-up appointments
Answer incoming calls and manage messages and faxes
Document patient information accurately and route messages promptly
Register new patients and update demographic and insurance information in Epic
Verify insurance eligibility, collect co-pays, and process payments
Coordinate referrals and follow up on authorizations
Maintain organized, accurate, and confidential patient records
Prepare correspondence, reports, and medical documents
Support providers, nurses, and medical assistants with administrative needs
Maintain an organized and welcoming front desk and waiting area
Cross-train and assist other team members when needed
What Success Looks Like
You will do well in this role if you are:
Reliable, punctual, and consistent
Thorough and attentive to every step of a process
Able to think critically and work independently
Comfortable learning and navigating Epic
Organized during high-volume phone and patient activity
Clear and professional in written and verbal communication
Calm and compassionate when working with frustrated or distressed patients
Kind and willing to support the team
Why Join This Team?
You will join a collaborative support team where medical assistants, nursing staff, providers, and front desk employees work together to support patients.
Initial training may include time with an experienced medical secretary at the Watertown practice.
Knowledge, Skills, and Abilities Required
High school graduate.
Graduate of accredited secretarial training school preferred. Knowledge of medical terminology, word processing equipment, and personal computers
Two years of experience in a busy medical practice setting. Ability to perform multiple tasks simultaneously. Knowledge of pre-admission and pre-testing requirements helpful.
Working knowledge of insurance regulations and form completion. Ability to be trained in CPT and ICD9 coding. Knowledge of billing system helpful.
Excellent communication and interpersonal skills. Ability to work independently and follow directions.
Effective telephone manner and ability to communicate with patients, physicians, and other professional staff.
Computer skills are necessary.
Organizational Responsibilities
Follows hospital and department policies with special attention to safety, dress, attendance and punctuality, and display of ID badge. Subscribes to hospital's mission statement, code of ethics, and standards of conduct.
Handles all work-related information in a confidential manner, as outlined in Confidentiality Policy. Recognizes and respects each patient's right to privacy, and understands that this is protected by statute. Understands that looking up patient information not needed for job duties is prohibited and may be grounds for immediate dismissal.
Demonstrates initiative and creativity to continuously improve services, departmental and interdepartmental processes, and any other activities that affect quality.
Plans, organizes, and renders care for (neonate, pediatric, adolescent, adult, geriatric) patients within an assigned area.
Performs work responsibilities while staying in compliance with all applicable laws, rules, and regulations. Understands and agrees to uphold the Hospital Compliance Plan.
Adheres to Bloodborne Pathogen Exposure Control plan including consistent use of safety devices as designed to prevent sharp injuries.
Patient Safety
When taking a telephone order, writes the order on the Doctor's Orders, reads the order back to the MD and document as a TORB.
When taking a verbal order, repeats the order back to the MD prior to implementing the order and documents as a VORB.
Uses only accepted abbreviations when documenting in the medical record.
Uses two unique patient identifiers prior to treatment or patient transport. Adheres to Safe Injection Practices i.e. never reuses needles, cannulae and syringes.
Complies with Isolation Precautions including standard precautions; i.e, dons and removes appropriate personal protective equipment (PPE) as required by specific patient precautions.
Consistently complies with the hospital's Hand Hygiene Policy, i.e. cleans hands before every patient contact (even if gloves are worn), before donning sterile gloves for aseptic task, after handling body fluids, after every patient contact, and after contact with patient's environment.
Participates in EHS's TB program.
Participates in hospital's annual seasonal vaccine program (vaccination or declination completed).
Working Conditions
Job requires physical stamina; many hours/days on the feet
Ability to walk and stand for up to 90% of work time, to push, pull and to lift 10 lbs.
All staff are expected to cross train and help each other when needed.
Job requires some weekends and evenings. Busy medical practice environment.
Mount Auburn Hospital employees must be able to readily adjust to change and handle a rapid-paced environment and the stresses associated with that, while continuing to provide high-quality, efficient service
Pay Range:
$20.00 - $26.92
The pay range listed for this position is the base hourly wage range the organization reasonably and in good faith expects to pay for this position at this time. Actual compensation is determined based on several factors, that may include seniority, education, training, relevant experience, relevant certifications, geography of work location, job responsibilities, or other applicable factors permissible by law. Compensation may exceed the base hourly rate depending on shift differentials, call pay, premium pay, overtime pay, and other additional pay practices, as applicable to the position and in accordance with the law.
As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) as a condition of employment.
More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger.
Equal Opportunity Employer/Veterans/Disabled
