Job Description

Job Title: Front Office Secretary
Job ID: 726175
Status: Full-Time
Regular/Temporary: Flex
Shift: Day Job
Department: Erie West 26th Street PT
Location: 1325 West 26th Street, Erie PA 16508


The front office secretary coordinates and provides secretarial support to the staff of the facility. The front office secretary provides support for the Corporate Management Team as well as the clinical staff in a variety of settings.

  • Achieves and maintains a level of productivity which meets or exceeds the standards established for the facility by the organization.
  • Answers telephone calls and relays messages containing accurate and complete information including name of caller, affiliation, date and time of call, and call back number. Returns telephone calls to clients to cancel, confirm or change appointments.
  • Attends department meetings and records, types, and distributes the minutes of those meetings. Assists in the organization of department in-services, obtaining audiovisual equipment, preparing handouts and typing schedules. Maintains records of departmental involvement in administrative and educational activities.
  • Compiles charts for new patients including all necessary forms as required by therapist and for billing. Maintains medical records according to department procedures including checking that all notes are completed and signed prior to copying and filing. Copies charts and material as requested for chart auditing, attorneys, insurance companies and management functions of the organization and invoices attorneys for records.
  • Deposits payments at bank in a secure and timely manner as needed.
  • Maintains office order including but not limited to keeping an inventory of office supplies, preparing purchase requisitions for office supplies and special medical supply requisitions as needed, distribution of mail and correspondence to appropriate individuals, photo-copying, and the maintenance of office bulletin boards and equipment. Orients volunteers and staff members to telephone and supply system.
  • Schedules patient appointments as delegated by the respective supervisor. Assists patients by greeting and directing them to clinical area as required by the needs of the facility in a friendly and timely manner. This includes insuring proper sign in for patient, processing patient information, escorting patients from waiting room to treatment area, and informing therapists that patient is present and ready for treatment.
  • Types office correspondence including but not limited to evaluations, progress notes, discharge summaries, letters, memoranda and reports as requested by the respective supervisor. Assists with the data collection process and/or prepares statistical reports and forwards to appropriate personnel in a timely manner. May serve as timekeeper or assists with collecting/coordinating payroll.
  • Understands and implements insurance requirements for each insurance company. Participates in billing process (patient registration, insurance verification, authorization for treatment, entering charges) and receives and posts patient copayments at time of service. Addresses patient inquiries regarding billing discrepancies, including communication with CRS team members as appropriate to bring resolution.


  • High school diploma or equivalent required
  • Prefer Associates Degree in Business/Healthcare or 2 years experience as a secretary
  • Knowledge of ICD-9 and CPT Coding preferred
  • Knowledge of medical terminology preferred
  • Must possess a good working knowledge of word processing and spreadsheet software including Word and Excel
  • The ability to use office machines (fax, copier, mail, etc.) preferred
  • Must possess the ability to type 40 words per minute

    Licensure, Certifications, and Clearances:
  • Act 31 Clearance
  • Act 33 Child Clearance with Renewal
  • Act 34 Criminal Clearance with Renewal
  • Act 73 FBI Clearance

UPMC is an equal opportunity employer. Minority/Females/Veterans/Individuals with Disabilities

Salary Range: $12.40 to $18.88 / hour

Union Position: No

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