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.