Medical Secretary

    • Job Tracking ID: 512690-728434
    • Job Location: Bronx, NY
    • Job Level: Any
    • Level of Education: High School/GED
    • Job Type: Full-Time/Regular
    • Date Updated: March 18, 2020
    • Years of Experience: Up to 2 Years
    • Starting Date: ASAP
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Job Description:

To provide administrative support and clerical services to agency program director and health office nursing staff and perform other clerical duties as assigned.


  • Regular hours entail 9:00am - 5:00pm, Monday - Friday. Must be flexible to meet program needs.



  • As the "first point of contact" for individuals seeking assistance from the Health Office, must project a professional, friendly and helpful presence responding to "assistance request phone calls" along with responding to "door" assistance in a positive and respectful manner.
  • Schedule all medical appointments for youth, staff and foster parents as directed by agency nursing staff, HR, and Family Nurse Practitioner.
  • Schedule all psychiatric appointments for youth as directed by Psychiatric Nurse Practitioner.
  • Coordinate appointment scheduling for both FNP and NPP using Gmail Calendar.
  • Assist in scheduling meeting requests and assist in the development of department meeting agenda through collaboration with Medical Office Manager.
  • Keep meeting minutes for department staff meeting.
  • Process referrals to outside providers under the direction of FNP/NPP, including appointment scheduling and proper notifications to other departments.
  • Complete consult notes as assigned.
  • Maintain client files upon placement and discharge, including but not limited to, filing, coping, faxing, and data entry as assigned.
  • Word processing of correspondence, reports, etc. as required.
  • Transcription of all psychiatric dictation.
  • Assist with organizational and clerical duties as assigned.
  • Serve as back up to receptionist for agency including responding to "assistance request phone calls" along with responding to door assistance in a positive and respectful manner.
  • Provide secretarial support and support the Health Office staff.
  • Attend required training
  • Read required books.
  • Responsible for complying with rules and regulations governing access to Protected Health Information under HIPAA. Access to Protected Health Information is limited to the extent required to perform responsibilities effectively and efficiently. No access will be permitted unnecessarily. These essential job functions dictate the level of access, use, and disclosure of confidential information.
  • Perform other duties as requested by your immediate supervisor or the Chief Executive Officer.

Experience and Skills:

  • High school degree required, Associates degree preferred.
  • Two years’ office experience required, medical office experience preferred.
  • Knowledge of medical office environment, workflow, and terminology.
  • Strong knowledge and experience of working with Microsoft Outlook, Excel and Word.
  • Excellent typing skills.
  • Ability to multitask within a fast paced medical office setting.
  • Bilingual - English-Spanish required. All agency documents and records are in English, so English writing proficiency required. Position itself requires Spanish speaking, writing, and reading proficiency.
  • Ability to work independently and in collaboration with agency healthcare providers and nursing support staff.
  • Excellent communication and proven human relations skills.
  • Ability to handle confidential material in a responsible manner and in accordance with HIPPA Laws.
  • Valid NYS Driver’s License.
  • Vehicle required: Must be safe and dependable.
    • Mileage, Tolls, & Parking are reimbursed through agency payroll.
  • Ability to travel to all agency locations as required.


As a full time benefits position, staff is eligible to enroll in medical, dental, vision, FSA, supplemental life insurance, critical illness, enhanced short-term disability, and 401(k) benefits.

We maintain a drug-free workplace and perform pre-employment drug testing.