Job Description

Under the general supervision of both the Site Manager and the Senior Lead Medical Secretary and according to established policies and procedures, the Lead Medical Secretary oversees and coordinates the work of the reception staff assigned to a specific location and any satellite offices that their Site Manager is assigned to. Responsible for overall training, day-to-day activities, and overall performance of receptionists within the specific site(s) and ensuring that all reception functions are completed properly. Interacts professionally and effectively with patients, referring physicians, and their staff and co-workers while maintaining the best possible patient flow and throughput at all times. Perform related tasks such as assisting patients, maintaining and ordering supplies, and maintaining cleanliness of work areas.

SCHEDULE:

• Monday-Friday 8:00 AM-4:30 PM

PRINCIPLE DUTIES AND RESPONSIBILITIES:

• Consistently applies the corporate values of respect, honesty, fairness, and constant pursuit of excellence in improving the health status for the people of the region through the provision of customer-friendly, geographically accessible, and high-value services within the environment of a diagnostic imaging company.
• Lead Medical Secretaries are working supervisors, responsible for the proper completion of all day-to-day reception activities within the site. Remain flexible and available as scheduled to perform duties at specified times and places as assigned.
• Provide excellent customer service and exhibit helpful behaviors; be prompt and courteous when answering the telephone, greeting patients, responding to questions, and scheduling patients. Keep patient informed, i.e. waiting room status.
• Work pull list for patients that are scheduled for future exams. Follow up on outstanding outside medical records in a timely fashion. Follow up with unread list and pending list. Merge accounts as needed.
• Remain conscious and respectful of patient privacy; advise and distribute patient privacy policy.
• Take ownership of patient and employee issues; ensure follow-through and problem resolution.
• Scan all documents including license, insurance card, financial policy, referral slip, HIPAA, etc. Confirm and/or update documentation in the system.
• Obtain necessary demographic and insurance information. Collect co-pays, deductibles, and outstanding balances for both the hospital and the office. Obtain credit card information for any out-of-pocket expenses. Ensure accurate post charges and payments.
• Ensure that outside work is assigned and completed in a timely manner.
• Ensure proper operation of equipment at all times. Immediately report any concerns relating to equipment operation.
• Coordinate and communicate with the Radiologist, referring physicians, and staff as required.
• Ensure that images/films, examination requisitions, and other related records are properly completed with the correct patient identification, statistical, and billing information.
• Contact the referring physician’s office for authorizations of additional studies and/or exam results as required and document accordingly. Upon request, acquire previous reports/images for comparison.
• In conjunction with the Lead Mammography Coordinator, coordinate and communicate questions, concerns, and problems with diagnostic mammography, breast biopsies, or breast MRI procedures if applicable to the site.
• Ensure adequate responses to patient questions, problems, and concerns.
• Participate in the interview process for Medical Secretary vacancies. Responsible for orientation and training of Medical Secretaries new to the site in conjunction with the Manager of Clerical Services.
• Assign duties to subordinates as needed. Evaluate and review subordinates' performance. Ensure resolution of Medical Secretary questions, problems, and concerns; involve the Site Manager when appropriate.
• Work with the Manager of Clerical Services to ensure site coverage for call outs.
• In conjunction with the Lead X-Ray Technologist, oversee and run the site efficiently at all times in the Site Manager's absence. Assist with banking in the Site Manager’s absence.
• Set the example for professionalism, flexibility, and high levels of patient care.

BASIC KNOWLEDGE:

• Demonstrate all of the skills required of a Medical Secretary.
• Interpersonal skills and ability to manage, organize, and motivate staff in a manner that ensures corporate goals and objectives are met.
• Interpersonal skills to interface effectively with patients who may be under physical and/or emotional stress, referring physicians, staff, the Radiologist, and fellow employees.
• Organizational and analytical skills to compile and interpret data.
• Bilingual Spanish and/or Portuguese highly preferred.

EXPERIENCE:

• Four (4) years as a Medical Secretary with a demonstrated ability to handle increased responsibility is a plus.

EDUCATION:

• High school diploma or equivalent.
• Completion of a School of Medical Secretarial Sciences program preferred.

SUPERVISORY RESPONSIBILITY:

• Responsible for coordinating with and providing input to the Site Manager regarding all personnel issues of Medical Secretarial staff at that site. This includes input into hiring, disciplining, recognizing, and performance evaluation.

PHYSICAL DEMANDS:

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. This description is not intended to be a complete statement of the position, but rather to act as a guide to the general work to be performed. The requirements 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. The individual's competencies and customer requirements impact the actual role performed. Prolonged periods of repetitive sitting and standing at a desk and working on a computer. Must be able to lift up to 50 pounds. Must possess the physical dexterity to assist Radiologist and handling of patient films and files. Must be able to perform all essential duties without restriction.

Join an award-winning organization! With numerous private, state-of-the-art medical diagnostic imaging facilities, join the team that has been providing Rhode Island with imaging excellence for over 80 years! The American College of Radiology has named RIMI one of the first outpatient diagnostic imaging Centers of Excellence in the country and the first in Rhode Island. RIMI also has the honor of being named an eight-time winner of Providence Business News' Healthiest Employers of Rhode Island Award, most recently in 2025!

RIMI offers best-in-class benefits to eligible employees including multi-tiered health plans, flexible spending accounts, generous paid time off, 401(k) plan with profit sharing component, uniform reimbursement, company "swag," yearly reimbursement for continuing medical education, educational assistance (reimbursement) program, student loan repayment program, and career development opportunities. Enjoy competitive pay and all in our innovative culture that consistently provides the highest levels of quality, safety, technology, and patient care.