What are the responsibilities and job description for the Clinical Secretary position at Healthy MD?
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.
PHYSICAL REQUIREMENTS/ WORKING ENVIRONMENT
The following sections capture the physical demands and working environment that are required for this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Working Conditions
Environmental Dimension
Never
Occasionally
Frequently
Constantly
Conditions of extreme heat or extreme cold
X
Wet/Humid conditions
X
Fumes/Dust/Dirt/Smoke
X
Confined areas
X
High places
X
Equipment in motion
X
High noise levels
X
Environmental hazards
X
Exposure to TB
X
Exposure to Blood-borne Pathogens
X
Exposure to Radiant Energy
X
Outdoor/Exposed areas
x
Equipment Used
Equipment Used
Never
Occasionally
Frequently
Constantly
Vehicle Type
Operate vehicles (Select Vehicle)
X
Use hand tools
X
Use power tools
X
Physical Requirements
Physical Dimension
Never
Occasionally
Frequently
Constantly
Weight
Sitting
X
Standing
X
Walking
X
Stooping/Climbing
X
Carrying
X
Kneeling
X
Crouching
X
Bending
X
Crawling
X
Reaching
X
Handling
X
Sensory Requirements
Sensory Dimension
Never
Occasionally
Frequently
Constantly
Vision Type
Vision
X
Depth Perception
X
Color Vision
X
Peripheral
X
Concentration
X
Use of keyboard or touchscreen
X
Talking
X
Feeling
X
Smelling
X
The above statements are intended to describe the general nature and primary responsibilities of this job classification. Specific duties and tasks may vary based upon departmental needs. Other duties may be assigned to the above consistent with the knowledge, skills, and abilities required for the job. This a job profile description and not all duties may be assigned to a specific position in each individual department.
End of Job Description
