Job Posting
Unit Secretary - Specialty Clinic
Job Summary
The Unit Secretary serves as the central administrative support person for CCMH Specialty clinic, facilitating efficient daily operations while promoting a positive, professional image for patients, families, staff, and visitors.
This position is responsible for clerical coordination, patient scheduling, medical record management, communication support, and assisting providers with non-clinical workflow needs. The Unit Secretary ensures confidentiality, accuracy, and efficiency in all processes while supporting a collaborative, patient-centered environment.
ESSENTIAL FUNCTIONS
1. Front Office & Patient Coordination
• Greets patients and visitors in a professional and courteous manner
• Answer and directs telephone calls promptly and professionally
• Schedules for new and follow-up appointments
• Confirms appointments and communicate scheduling changes
• Maintains orderly patient flow throughout the clinic day
• Assists with patient registration and demographic updates
• Collects and verifies insurance and contact information
• Communicates patient concerns or urgent needs to appropriate staff
2. Medical Records & Documentation
• Prepares and organizes patient charts prior to visits
• Ensures documentation meets established standards, policies, and protocols
• Files, scans, and indexes documents within the Electronic Medical Record (EMR) system
• Maintains confidentiality of all Protected Health Information (PHI) in accordance with HIPAA regulations
• Processes release of information requests according to policy
• Ensure charts are complete and properly closed following visits
3. Order & Referral Processing
• Enters provider orders into EMR accurately and timely
• Submits referrals to specialists, ancillary departments, and outside facilities
• Assists with insurance pre-authorizations for tests, imaging, and procedures
• Tracks pending referrals and test results
• Obtains outside medical records as requested by providers
• Communicates results and instructions to patients as directed by provider
4. Administrative & Operational Support
• Assists providers with clerical needs during clinic sessions
• Maintains office supplies and coordinates reordering
• Assists with coordination of clinic forms and paperwork
• Supports clinic billing staff with documentation follow-up when needed
• Participate in quality improvement and process improvement initiatives
• Maintains a clean, organized, and safe workstation
Staff & Team Responsibilities
• Demonstrates respectful, effective communication with patients and coworkers
• Works collaboratively in a small-team rural environment
• Utilizes appropriate chain of command for issue resolution
• Attend staff meetings as required
• Assists with orientation of new staff as directed
• Supports cross-training efforts to maintain clinic continuity
Professional Responsibilities
• Completes annual competencies and required training
• Meets dress code standards and wears facility identification
• Reports to work on time and as scheduled
• Always maintains confidentiality and ethical conduct
• Represents the clinic in a professional and positive manner
• Performs other duties as assigned by supervisor or leadership within scope of training
• Assists with special projects and community outreach activities as needed
MINIMUM QUALIFICATIONS
• High School Diploma or GED required
• Minimum 2–3 years clerical or medical office experience preferred
• Prior experience in a healthcare setting preferred
• Proficiency with EMR systems
• Knowledge of medical terminology
• Proficiency with standard office equipment
• Strong organizational and interpersonal skills
• Ability to manage multiple priorities simultaneously
Additional Information
Position Type : Full Time
Shift : Day
Contact Information
Breanna Wood
Email: breanna.wood@cedarcomem.com |
