Clinical Secretary

CORE JOB SUMMARY:

The Clinic Secretary plays a vital role in ensuring the smooth operation of HealthyMD’s Health Clinics by providing administrative and clerical support. This role is responsible for managing patient scheduling, maintaining medical records, coordinating communication between clinical staff and patients, and ensuring a welcoming environment for all visitors. The ideal candidate is organized, detail-oriented, and comfortable handling sensitive patient information with discretion and professionalism.

CORE JOB FUNCTIONS:

1. Front Desk & Patient Support

• Greet and check in patients, ensuring a professional and welcoming environment.
• Schedule and confirm patient appointments while optimizing provider availability.
• Answer phone calls, emails, and patient inquiries regarding clinic services, policies, and appointments.
• Ensure patient intake forms and required documentation are completed and processed efficiently.

2. Administrative & Clerical Duties •

• Maintain and update electronic medical records (EMR) and paper files in compliance with HIPAA regulations.
• Prepare and distribute daily schedules, reports, and correspondence for clinic staff.
• Assist in verifying insurance coverage, processing referrals, and handling prior authorizations.
• Coordinate with external labs, pharmacies, and healthcare providers as needed.
• Order and manage office supplies to ensure adequate stock for daily clinic operations.

3. Communication & Coordination

• Serve as a liaison between patients, healthcare providers, and administrative staff.
• Assist clinical staff with documentation, follow-up calls, and patient reminders.
• Ensure timely communication of referrals, and other important updates to patients.
• Support clinic outreach efforts by providing information on sexual health services to patients and the community.

4. Compliance & Confidentiality

• Maintain strict patient confidentiality and comply with HIPAA and clinic privacy policies.
• Assist in ensuring the clinic meets regulatory and accreditation requirements.
• Support infection control and safety measures in collaboration with clinic leadership.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS:

Education: High school diploma or equivalent required; associate’s degree in healthcare administration or related field preferred.

Certification and Licensing: American Heart Association BLS Instructor within 6 months of hire

Experience:

• 1-2 years of experience in a medical or healthcare office setting preferred.
• Familiarity with electronic medical records (EMR) systems (e.g., eClinicalWorks, Epic, or similar) is a plus.

Knowledge, Skills and Attitudes:

• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and scheduling software.
• Ability to handle sensitive information with discretion and professionalism.
• Comfortable working in a sexual health clinic environment with diverse patient populations.