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Medical Secretary I

Position Overview 

The Medical Secretary I is an important part of our efforts to connect people with the services we offer. This position is responsible for the day-to-day completion of the front desk duties, which includes greeting visitors to the agency, answering and directing phone calls, and general office support. There is an emphasis on the registration and scheduling of clinic patients. The Medical Secretary I is a vital part of our efforts to build a setting that is respectful, and free of stigma and discrimination. 


To improve health and well-being, Allies provides integrated medical care, supportive human services, and community-based education for individuals living with, or at risk of HIV, viral hepatitis, and sexually transmitted infections. 


Allies envisions a healthier community whereby people access integrated medical care and supportive human services in a respectful setting, free of stigma and discrimination. 

Key Responsibilities 

  • Check in patients, verify and update demographic and insurance information in medical record 
  • Check out patients as well as scheduling new or existing patients according to care guidelines 
  • Monitor timeliness of patient services 
  • Collection of payments and cash reconciliation 
  • Closeout procedures, batching and transaction reports 
  • Answer the telephone, screen calls, take messages and direct callers to appropriate staff member or services  
  • Provide information about the agency and its services while being mindful of confidentiality 
  • Greet clients, patients and visitors and direct them to appropriate department after assessing their needs 
  • Maintain lobby’s appearance and inventory throughout the day 
  • Maintain confidentiality of patient and client records 
  • Assist staff members in contacting patients, labs, insurers, and other providers 
  • Maintain agency phone recordings updated as needed 
  • Provide feedback to improve clinic services 
  • Transmit correspondence or medical records by mail, email, or fax 

Organizational Expectations

  • Seek out up-to-date information about Allies’ programs and services, as well as relevant local, regional, and national health statistics that will inform and support our mission 
  • Improve job knowledge by remaining aware of new regulations and best practices; participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations 
  • Embrace and exemplify organizational standards and guiding principles for processes, protocols, and utilization  
  • Commit to Allies’ promise to sustain and extend diversity, equity, and inclusion 
  • Contribute to efforts which build and reinforce Allies’ distinctive, effective, and ethical practices 

Knowledge, Skills and Abilities

  • The Medical Secretary I should have demonstrated experience in the following areas: 
  • Gather and document patient information in an electronic health record system 
  • Navigating cycle of registration for and billing to insurers 
  • Operation of typical office equipment such as multi-line telephones, copiers, printers, and computers 
  • Microsoft Outlook and software programs such as Word and Excel 
  • Common safety hazards and processes to maintain safe work environment 
  • Very strong interpersonal skills, with the ability to establish and maintain relationships with co-workers, visitors, and non-agency representatives 
  • Strong oral and written communications skills 
  • Strong customer service skills with the ability to work with diverse groups and special populations 
  • Ability to prioritize tasks in short period of time 
  • Ability to work non-traditional hours (weekends and evenings) 

A high school diploma/GED or equivalent career experience required; associate’s degree is preferred. A minimum of two years in a clinic/primary care setting or billing position with significant patient contact is required. Experience with the Athena electronic health record system is also preferred.   

The Medical Secretary I may be called upon to engage in physical activity related to general office work including the capacity to stand or sit for extended periods. Current PA child abuse, PA criminal history, Federal criminal history clearances, and verification of TB test performed within the last year are required within the first 30 days of employment. 

The designated budget for the Medical Secretary I position is between $16 and $18 an hour with distinctions made for education and direct service experience with client populations similar to Allies’. LGBTQIA identified persons, Black, Indigenous, and other people of color (BIPOC), individuals with disabilities and legal histories, as well as from other historically underrepresented communities are encouraged to apply.