Medical Office Secretary

Job Description

Job Description

Medical Support Assistant MICC (Medical Office Secretary)

Location: Patuxent River, MD

Job Overview:

The Medical Office Secretary (Member Services) interacts with clients in a healthcare setting and provides clerical and administrative support to the medical team at the assigned Military Treatment Facility (MTF). The Medical Support Assistant (Medical Office Secretary) provides clerical and administrative support to the medical teams across MICC, 4E, 4C, 4W, 4W, 47 Statement of Work Optum Confidential and Proprietary 5W, 7W, PICU, and NICU units at the assigned Military Treatment Facility (MTF). Responsibilities include word processing, data entry, document preparation, and coordination of patient communications and scheduling. This role ensures efficient clinic operations and supports high-quality patient care through professional administrative support.

Tasks and Responsibilities

• Research, collect, track, and process medical, technical, and administrative data.
• Establish and maintain complex departmental patient files.
• Receive and assist high-profile visitors, patients, and family members.
• Enter patient messages into healthcare systems (CHCS, AHLTA, CIS).
• Schedule and check patients in/out using automated systems.
• Draft, edit, and complete correspondence, reports, and memorandums.
• Review outgoing documents for format, grammar, and accuracy.
• Coordinate conference room scheduling and maintain a clean office environment.
• Maintain statistical data for cost accounting and reporting.
• Manage correspondence, suspense systems, and document control.
• Provide computer training and support to staff as needed.
• Maintain shared email accounts and databases.
• Perform administrative timekeeping and payroll verification.
• Maintain and reorder supplies and equipment.
• Schedule maintenance and manage secondary records.
• Support over forty-five (45) staff members and assist over forty (40) patients/visitors daily.
• Ensure timely and accurate data entry and document processing.
• Maintain organized and up-to-date patient and staff records.
• Provide courteous and efficient communication with patients and staff.
• Support internal office functions and maintain operational flow.
• Submit accurate reports and documentation to leadership.
• Maintain compliance with MTF and DHA policies and procedures.
• Demonstrate adaptability across multiple units (MICC, 4E, 4C, 4W, 5W, 7W, PICU, NICU).

• This role is patient-facing and can require work in a clinical setting. This role is customer-facing with high expectations for operational excellence. Sites may be located within Military Treatment Facilities. The noise level is moderate, and there is a potential for exposure to infectious diseases and bloodborne pathogens. Hours may vary based on location, patient volume, and business needs. This list of essential functions is not exhaustive and may be supplemented and changed, as necessary.

• Excellent critical thinking, problem solving, verbal and written communication skills, in addition to patience and a high level of customer service to all patients and fellow staff.
• Always act professionally with minimal supervision as a representative of Optum Serve
• Possesses strong organizational skills and the ability to prioritize and solve moderately complex problems while working both independently and collaboratively with others.
• Maintains compliance with Optum Serve and Federal, State, and Local regulatory, contractual, and organizational guidelines, including HIPAA as outlined in training and policies/procedures, quality assurance, and improvement processes.
• Organizes workload, sets priorities, completes assignments promptly, and utilizes resources appropriately while complying with organizational standards.
• Dedicated to building rapport with team members, internal and external customers, and the management team by demonstrating a strong customer service orientation and a continuous positive image of Optum Serve.
• Punctual for work attendance and abides by work schedule.
• Maintain good personal hygiene and present a well-groomed and professional appearance following the policy at the place of performance and as directed by the leadership at the place of duty.
• Personnel must adhere to the DHA or the MTF uniform policy. The uniform requirement will be identified in the task order.
• Completes all assigned required training provided as scheduled promptly.
• Works with Optum Serve Provider Education representatives to ensure proper data reporting as needed and attends clinical meetings when directed.
• Perform front desk and administrative support duties in clinical settings.
• Prepare and maintain patient medical records and documentation.
• Schedule and confirm appointments, including walk-ins and follow-ups.
• Answer and direct telephone inquiries professionally.
• Utilize office automation systems for word processing, data entry, and reporting.
• Maintain supply inventory and request replenishments.
• Support the clinical team with clerical tasks related to patient care coordination.
• Maintain a professional demeanor and provide excellent customer service.
• Mental Demands

o Reading, writing, attention to detail, confidentiality, problem-solving, ad hoc decision-making skills, oral communication, written communication, multiple concurrent tasks, stress management skills, interpersonal skills.

• Physical Demands

o Fingering (typing on computer, fine-motor manipulation) and sitting for long periods

Qualifications:

• Education

o High School diploma or GED equivalence.

• Experience

o Minimum of one (1) year professional experience in an office environment as a secretary or receptionist

• Certification

o Current certification in Basic Life Support (BLS) or Heart Saver equivalent, certified through the American Heart Association or American Red Cross.

• Skills

o Experience using computers, multi-line phone systems, and office automation equipment.

o Strong judgment and discretion when interacting with all levels of staff. o Proficiency in Microsoft Office (Word, Excel, PowerPoint, Access).

o Effective communication skills, including public speaking.

o Ability to read, write, speak, and understand English.

• Citizenship

o Must be a United States citizen.

Preferred Qualifications

• Experience working with Veterans, Service Members, and Federal Employees.
• Previous experience working with:

o Defense Enrollment Eligibility Reporting System (DEERS)

o Health Artifact and Management Solutions (HAIMS)

o Medical Health System Genesis (MHS Genesis)

o Defense Medical Human Resources System-Internet (DMHRSi)

o Joint Legacy Viewer (JLV)

• Labor Rate: $21.33 - $23.86 / hr.

Location: Patuxent, MD

Essential HealthCare Solutions is an Equal Opportunity Employer:

We are an Equal Employment/Affirmative Action employer. We do not discriminate in hiring based on sex, gender identity, sexual orientation, race, color, religious creed, national origin, physical or mental disability, protected Veteran status, or any other characteristic protected by federal, state, or local law. If you need reasonable accommodation for any part of the employment process, please contact Human Resources and let us know the nature of your request and your contact information.