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   Current UPHS employees must apply HERE

Senior Secretary

Job ID: 141929
Category: Clerical/Administrative
Work Type: FT
Location: Philadelphia, PA, United States
Date Posted: Jul 7, 2022
Work Schedule: 8hr Days

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Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?


  • Senior Secretary performs essential / administrative duties in the Department. Assist the administrative and clinical staff in maintaining a patient/customer focus, supports the delivery of the highest quality care, shares a passion for patient and customer centered care, and assists in meeting or exceeding patient satisfaction and financial and operational targets. This position will also be responsible for maintaining and coordinating schedules, handling the scheduling for administrative meetings, travel arrangements, and reimbursements. Ensure that all administrative practices are addressed. Triages, schedules and processes new and return patient inquires. Serves as clinic and administrative secretary to assigned physicians. Serves as coverage partner to other practice Medical Secretaries. Assists clinical and administrative staff as needed.


  • Ensure provider messages are handled in a timely fashion.

    Schedule initial and return appointments for physicians.

    Schedule ancillary services as directed by physician or nursing staff.

    Schedule inpatient / direct admissions.

    Schedule necessary procedures as directed by physician.

    Complete necessary information in IDX chart tracking to obtain patients chart.

    Cover necessary work queues.

    Photocopy and /or fax patient related material as requested.

    Send out proper prep to patient. Provide patient with pertinent information regarding scheduled procedures/tests. Such information may include but is not limited to where test well be given.

    Back up PSA as directed by Manager.

    Adheres to financial requirements as dictated by patients'/customers' insurance carrier and /or UPHS financial policies.

    Arrange meetings as needed.

    Serve as coverage for other secretaries with the division as necessary.

    Make schedule changes in the EPIC / OpTime as directed by Physician or Manager.

    Answer telephone and respond to standard requests, such as office hours, directions, appointment scheduling, etc.

    Confirm Procedure Schedule.

    Accurately inputs / updates all required demographic information in patient’s chart.

    Accurately records all necessary information to adequately triage telephone calls.

    Schedule late add-ins & notify appropriate parties.

    Inform manager of all unresolved patient issues so that appropriate action can be taken.

    Offer assistance with PA’s as needed or requested.

    Performs duties in accordance with Penn Medicine and entity values, policies, and procedures

    Other duties as assigned to support the unit, department, entity, and health system organization


Education or Equivalent Experience:

  • H.S. Diploma/GED (Required)
  • H.S. Diploma/GED required and 3+ years of experience.
  • Associate of Arts or Science
  • Associate's Degree and 0-1 years of prior experience navigating EPIC. Computer coursework and medical terminology preferred.
We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

Live Your Life's Work

We are an Equal Opportunity and Affirmative Action employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.

   Current UPHS employees must apply HERE
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