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Medical Secretary/Central Scheduler

Posted: 04/02/2021

Under the direction of the Nurse Manager, the Medical Secretary/Central Scheduler is responsible for organizing and scheduling appropriate medical assistant and nursing department coverage including the master schedule, daily coverage email, vacation requests, personal time, and sick time. The Medical Secretary/Central Scheduler coordinates orientation schedules for new hires and continued learning for seasoned staff. The Medical Secretary/Central Scheduler performs a variety of administrative tasks in support of the Medical Departments function. Additional duties include screening and sorting provider mail, preparing and mailing certified letters to patients, and processing medical record request forms. 

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1. Medical Assistant and Nursing schedule  

  • Completes monthly nursing schedule and coordinates requests to ensure appropriate coverage of units 
  • Creates the daily schedule with nursing and medical assistant coverage 
  • Builds the master schedule which outlines hours and remote vs. in clinic assignments 
  • Modifies clinic coverage in response to sick calls 
  • Works with the MA lead and nurse manager to fill staffing needs
  • Manages time off requests 
  • Monitors sick time and personal days throughout the calendar year
  • Assigns office space to onsite staff 

2. Coordination of  training, education, and recruitment 

  • Monitors staff training/orientation and mandatory education – sends reminders/builds education time into master schedule 
  • Assists the MA lead and nurse manager with meeting agendas, handouts, and minutes
  • Prescreens potential candidates and schedules interviews with hiring mangers 
  • Performs a variety of administrative tasks in support of the Medical Departments function 
  • Coordinates incoming and outgoing departmental mail and packages, including preparing bulk mailings in support of department activities
  • Coordinates inventory and replenishment of department office supplies
  • Sends certified letters for patient outreach 
  • Sends and receives medical record release forms via fax or email 
  • Enters facilities and IT requests as needed 

3. Meets Agency Participatory Expectation 

  • Adheres to all agency and departmental policies and procedures
  • Participates in quality assessment and improvement activities as requested
  • Adheres to the highest principles of patient and client confidentiality
  • Adheres to established safety policies, procedures and precautions; identifies potential or actual unsafe situations in the environment and takes measures to rectify the situation
  • Attends all required meetings, in-services and professional trainings
  • Maintains professional competence necessary to perform job responsibilities; maintains and provides agency with records of continuing education activities
  • Serves on agency committees and in professional organizations when requested

4. Performs related duties as required

Requirements

  • High school diploma required
  • Associates degree preferred
  • Experience as a Medical Secretary, Central Scheduler or similar position preferred 
  • Ability to ensure nursing department always has appropriate levels of staffing
  • Ability to build strong relationships and gain support from staff
  • Ability to prioritize deadlines 
  • Exhibit good verbal and written communication 
  • Demonstrate autonomy, organization, attention to detail, assertiveness, flexibility, and cooperation in performing job responsibilities 
  • Ability to anticipate clinic needs in regards to supply ordering, management, and staffing
  • Ability to adapt to change to create positive outcomes
  • Proficient in Microsoft Word, OneDrive, Microsoft Teams, Excel, Outlook, and PowerPoint
  • Experience working with an ethnically, culturally, and racially diverse work staff preferred
  • Ability to work harmoniously with diverse groups of individuals required
We offer competitive salaries, and for those who qualify, an excellent benefits package; including comprehensive medical and dental insurance plans, and a retirement plan with employer match. We also provide 12 paid holidays, paid vacation, and more.
LGBTQIA+ identified persons, people of color, and others from historically underrepresented communities are encouraged to apply.