Medical Secretary - Central Scheduling
Job Details
BHMSG Valley Street - Bristol, CT
Full Time
High School
1st Shift (Days)
Health Care
Job Summary

At Bristol Health, we begin each day caring today for your tomorrow.  We have been an integral part of our community for the past 100 years. We are dedicated to providing the best possible care and service to our patients, residents and families.  We are committed to provide compassionate, quality care at all times and to uphold our values of Communication, Accountability, Respect and Empathy (C.A.R.E.).   We are Magnet ® and received the 2020 Press Ganey Leading Innovator award for our rapid adoption and implementation of healthcare solutions during the COVID-19 pandemic.  Use your expertise, compassion, and kindness to transform the patient experience.  Make a difference.  Make Bristol Health your choice.  


Performs a wide variety of cross-coverage duties to provide clerical and/or clinical support to physician practices including but not limited to patient reception, flow and care.  Maintains patient electronic records and insures adequate office and medical supplies for assigned areas.  Explains policy and procedure and routes patient information.  Answers phone calls and assesses as necessary.  Works closely with Centralized Appointment Scheduling to assure patient levels are maximized.  Provides clinical support as assigned under the direction of the Medical providers.


Performs Administrative Support Duties:

  • Performs various reception duties: answers phones, processes patients and accurately reviews/enters demographic/insurance information into system
  • Able to skillfully operate various office equipment including fax machine, copier, credit card scanners and other equipment
  • Assists Office Manager with projects and requests
  • Compliant with company/financial policy and procedure
  • Maintains reception area and work space in a neat, clean order


Effectively Manages Patient Appointments and Registration and Patient Care

  • Ensures all patients and visitors are pleasantly acknowledged and greeted immediately upon arrival
  • Answers all incoming calls within three rings
  • Accurately reviews and updates patient information, including insurance verification,  in system
  • Completes insurance card and photo ID scanning upon registration
  • Obtains all pre-certifications for visits, tests and procedures as required
  • Responsible for completing call-backs to patient as directed
  • Follows post-visit protocol and schedules patients as directed


Processes Patient Payments Daily

  • Collects co-pays, self-pay and past due balances at time of service with a 98% collection rate
  • Posts and close the batch for the day
  • Submits completed or balanced journal and cash, checks and credit cards to Office Manager at the completion of the work day


Ensures Specialist Authorization and Certifications Are Completed For All Visits

  • Responsible for obtaining all authorizations for the specialist within 24 hours of the visit
  • Accurately documents all authorization data in system
  • Identifies “carved out” insurance benefits on a case by case basis and documents accordingly
  • Effectively provides patient information to insurance  companies to secure medical necessity for treatment plan documented by the provider
  • Is competent in scheduling diagnostic tests and procedures/surgeries required by specific practices/specialties as designated by manager


Collects Patient Data and Materials When Working in Clinical Capacity

  • Obtains health history and base line patient data from patients
  • Performs routine physical assessment functions such as blood pressure, temperature, pulse, visual test, EKG, Pulmonary Function Test
  • Collects urine and blood samples in accordance with established protocols
  • Uses discretion in disseminating patient information to outside sources
  • Performs simple lab tests (CBC, glucose, HKL, etc.) per policy and procedure
  • Reviews patient record for completeness  prior to visit
  • Provides entries to patient records as necessary in preparation for provider review
  • Monitors the return of lab/test results.  Assures all results requested are complete and available for provider review


Assists With Patient Care and Maintains Clinical Areas

  • Delivers on-site care for patients under Medical Provider direction
  • Assists in the delivery of patient care such as suturing, wound care. Debridement, etc.
  • Assures callbacks to patients under medical direction are in accordance with protocol
  • Responsible for  restocking exam rooms as necessary with instruments and medical supplies
  • Cleans and prepares exam rooms per protocol; sterilizes instruments as necessary
  • Monitors and arranges for proper disposal of lab and medical waste/supplies
  • Performs quality controls and maintains records for lab equipment/refrigerators

Educational / Minimum Requirements:

High School Graduate. Six months experience as a medical secretary, patient access, customer service representative, or other healthcare related experience. 


State/Federal Mandated Licensure or Certification Requirements:



Bristol Hospital Mandated Educational Requirements:

General orientation at time of hire. Fire/Safety/Infection Control annually. Other programs as mandated by Hospital.


Special Requirements:

Demonstrated proficiency in electrocardiographic testing.  Must be able to take vital signs, knowledgeable in medical terminology, anatomy and physiology.  Familiarity with medical equipment common to a medical practice.


Physical Requirements:

Bending, stooping, walking, sitting on a daily basis.  On feet most of the day.  Assists patients in and out of treatment rooms, in and out of chairs, on and off exam tables.  Ability to spend one to four hours/day at computer terminal/personal computer performing data entry analysis.  Must be able to hear with sufficient acuity so as to understand routine conversation in person or over telephone.  Must possess sufficient visual acuity so as to read, use computers and conduct essential job functions in an acceptable manner.  Must be able to speak so as to be understood by the average person.  Significant documentation and paperwork review requiring extensive visual acuity.


Work Environment:

Medical office setting with direct exposure to patients, body fluids, possible exposure to blood borne pathogens.  High volume of telephone and personal contact with customers.  (If performing Radiologic Technologist key job elements will have radiation exposure.)


Cognitive Requirements:

Must be able to triage patients according to need and time requirements.  Must possess excellent communication skills.  Must provide comprehensive, accurate initial assessment to Medical Providers.  Must be able to read both routine and technical information with comprehension.  Must be able to write so the average person can comprehend.  Must be able to perform simple calculations for medication doses, physical exams and tests administered. Maintains knowledge of CLIA requirements



The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.