JOB NUMBER: HEA-11-028
JOB TITLE: Medical Secretary (Northern Office)
Supervisor: Medical Office Manager
Status: Non-Exempt
Salary: Grade 4
POSITION SUMMARY
Under the direction of the Health Director or Office Manager, the Medical Secretary is responsible for
initiating and implementing the clerical and secretarial roles required for the effective implementation of
all Health Department functions and programs in the office and clinic. This will include relieving medical
personnel of administrative and clerical work, orienting and assisting clients, obtaining and documenting
needed information and maintaining patient files. The Medical Secretary will also share responsibilities in
reviewing and submitting third party claims and assist with third party billing functions and follow up.
The Medical Secretary is responsible for organizational and communication needs within the Health
Department and Business Office functions.
ESSENTIAL FUNCTIONS
The Nottawaseppi Huron Band of the Potawatomi reserves the right to change, amend, add, delete and
otherwise assign any and all duties, responsibilities and positions titles as it deems necessary to meet the
needs of the government.
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Compiles records and maintains current and accurate medical charts, reports and correspondence
collaboratively with providers and other business office functions.
Answers telephone calls, schedules appointments and greets and directs patients, salespeople and
visitors.
Orders supplies, maintains the calendar of patient appointments, staff schedules, GSA vehicle
schedules and health events.
Instructs and aids new patients in completion of medical history information, confidentiality, HIPAA
and CHS forms.
Notifies patients of appointments and tracks follow up visits.
Verifies patients' insurance or assistance eligibility with insurance companies or government agencies
and functions collaboratively with the utilization coordinator, CHS coordinator and the finance
department to facilitate record keeping and payment.
Maintains a working knowledge of various programs or agencies such as Medicare and Medicaid for
billing services in order to support all areas of the business office.
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Provides high level, confidential, administrative support to include reports, memos, letters, financial
statements and other documents, using word processing, spreadsheet, database or presentation
software for the Health Director and Assistant Health Director.
Provides professional file maintenance and record keeping in accordance with the NHBP and
departmental policies; retrieves documents, records and reports as needed.
Performs nightly backups of data on server.
Helps maintain a clean work environment.
Participates in meetings as required.
Assists the Health Director in compiling data, to be used at Journey to Wellness Committee meetings,
health team meetings, Tribal Council meetings and other meetings that might require assembly of
documents for distribution.
Assists with special projects/events.
Opens, reads and analyzes, sorts, and distributes incoming correspondence, including faxes and email,
incoming memos, submissions, and reports to determine their significance and plan their distribution.
Assists with food ordering, pick-up, set-up and clean-up of large lunch meetings.
Makes travel arrangements as needed.
Performs other duties as assigned.
The above statements are intended to describe the general nature and level of work being performed by
individuals assigned to this position. They are not intended to be an exhaustive list of all duties,
responsibilities, and skills required of personnel so classified.
MINIMUM REQUIREMENTS
Required Qualifications: An individual must be able to demonstrate the ability to perform each
essential function satisfactorily. The requirements listed below are representative of the knowledge, skill,
and/or ability required. To perform this job successfully, an individual must meet the minimum
qualifications.
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Associates degree in medical related field or minimum of twenty four (24) consecutive months
experience in medical business office, third party billing or related field.
Ability to understand, gain knowledge and appreciate the differences with the Native American
culture and customs.
Must maintain a valid driver's license with good driving record; GSA certifiable.
Must be able to travel.
Must be able to successfully pass a background check: must not have been found guilty of, or pled
guilty or no contest to, any felony or misdemeanor offense under federal, state or tribal law involving
crimes of violence, sexual assault, molestation, prostitution, or other crimes against persons, or
offenses committed against children; must be able to successfully pass a drug screening.
Ability to become CPR/First Aid certified within first 2 months of employment.
Knowledge of Universal Precautions.
Trained in/knowledge of HIPAA and ability to maintain confidentiality; Ability to maintain records,
files and confidentiality to comply with the requirements of the Privacy Act.
Ability to work well independently and with Health staff and other employees in a team-oriented
environment.
A willingness to initiate contacts with new people.
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Ability to comprehend and abide by Tribal, federal and other relevant environmental
regulations/codes.
Ability to perform medical secretarial and clerical duties with speed and accuracy, while exhibiting
creativity, confidentiality, honesty and integrity without immediate and constant supervision.
Ability to learn, interpret and apply the NHBP, CHS and IHS regulations, ordinances, and
resolutions.
Knowledge of medical and dental terminology and procedures.
Must be able to adjust schedule as needed or required.
Have the ability to use discretion and problem solving methods in the course of conflict management.
Ability to organize and maintain electronic and physical files.
Ability to read and interpret documents.
Excellent verbal and written communication skills.
Capable of multi-tasking in a fast-paced environment with capacity to change priorities quickly.
Knowledge of contemporary office methods and procedures, telephone techniques, operating various
office equipment, as well as English usage, spelling, grammar and punctuation.
Excellent word processing skills with Word, Excel and patient records programs; Ability to type at a
speed of 60 wpm, manage email accounts to communicate with staff and clients, electronic office
calendar and internet searches.
Knowledge of or ability to learn RPMS and Dentrix software.
Ability to maintain a good working relationship with all co-workers and the general public and to use
good judgment in recognizing scope of authority.
Ability to work with constant interruptions and organize/prioritize duties.
Interviewing skills and the ability to establish relationship with patients and provide education.
Ability to be self-directed and be an excellent problem solver.
Professional demeanor and appearance.
Ability to develop specific goals and plans to prioritize, organize, and accomplish your work.
SECURITY SENSITIVE
This position may contain information that is security sensitive and thereby subject to additional
provisions. All information obtained will be protected under IHS/HIPAA policy rules and regulations.
PREFERENCE
"Indian preference will be applied in accordance with the NHBP Indian Preference in Employment
Code." Indian sovereignty support and Indian preference initiatives are mandatory.
OTHER QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential
functions.
Must be able to effectively interact with clients and other staff, and be able to work flexible hours when
necessary or as directed.
Language Skills
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Ability to read and interpret documents. Ability to write routine reports and correspondence. Ability to
speak effectively before groups of customers or employees of the NHBP.
Mathematical Skills
Ability to add and subtract two digit numbers and to multiply and divide with 10's and 100's. Ability to
perform these operations using units of American money and weight measurement, volume, and distance.
Reasoning Ability
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or
diagram form. Ability to deal with problems involving several concrete variables in standardized
situations.
WORKING ENVIRONMENT
The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.
Physical surroundings are a general medical office environment. Requires mobility, frequent walking,
standing, and carrying of light items.
While performing the duties of this job, the employee is regularly required to sit. The employee is
frequently required to talk or hear. The employee is occasionally required to use hands to finger, handle,
or feel and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds.
Exerts up to 50 pounds of force occasionally, and/or up to 10 pounds of force constantly to move objects.
Specific vision abilities required by this job include close vision and ability to adjust focus.
The noise level in the work environment is usually very quiet.
COMPETENCIES
To perform the job successfully, an individual should demonstrate the following competencies:
Problem Solving - Identifies and resolves problems in a timely manner; develops alternative solutions;
works well in group problem solving situations; uses reason even when dealing with emotional topics.
Technical Skills - Assesses own strengths and weaknesses; pursues training and development
opportunities; strives to continuously build knowledge and skills; shares expertise with others.
Customer Service - Manages difficult or emotional customer situations; responds promptly to customer
needs; solicits customer feedback to improve service; responds to requests for service and assistance;
meets commitments.
Interpersonal Skills - Focuses on solving conflict, not blaming; maintains confidentiality; listens to others
without interrupting; keeps emotions under control; remains open to others' ideas and tries new things.
Written Communication - Writes clearly and informatively; edits work for spelling and grammar; able to
read and interpret written information.
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Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others'
views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team
above own interests; supports everyone's efforts to succeed.
Business Acumen - Understands business implications of decisions; aligns work with strategic goals.
Cost Consciousness - Works within approved budget.
Ethics - Treats people with respect; upholds the NHBP’s values.
Organizational Support - Follows policies and procedures; completes administrative tasks correctly and
on time; supports the NHBP's goals and values.
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