Sr Medical Secretary -Full time

Henry Ford Health System


Under general supervision from the Division Head or Physician-in-Charge provides secretarial and administrative support services in addition to medical operations support. Utilizes knowledge of medical terminology and processes in a clinical environment. Duties require a thorough knowledge of supervisor’s areas of responsibility in order to gather data and prepare reports, answer correspondence, conduct projects, and so forth. May direct the work of lower-classified clerical employees, purchase standard supplies, and perform routine bookkeeping and billing functions.


· Performs a wide variety of typing duties, such as composing correspondence and preparing forms, tables, charts, records, statistical tables, schedules, and so forth, which are often confidential in nature.

· Maintains confidential information in compliance with HIPPA and HFHS policy.

· May assign or check work of lower-classified secretarial or clerical employees.

· Assists in preparing complex medical related administrative reports, statements, rosters and so forth. Performs difficult data and/or information gathering. Computes complex calculations, and drafts and prepares special reports/analyses for review by supervisor.

· Reviews and screens visitors and telephone calls, ascertains callers’ needs, and tactfully refers callers to appropriate personnel. Responds to inquiries concerning general administrative activities and operations, and refers complex and/or sensitive inquiries to appropriate person(s).

· Regularly engages in a variety of contacts inside and outside the organization in order to obtain or relay information, arrange meetings, gather data, and so forth, often dealing with executives, medical staff, trustees, or influential outsiders. In absence of, or as directed by supervisor, may be required to relay confidential or sensitive information.

· Receives and reads incoming correspondence, reports, memoranda and the like; screens items that can be routinely handled, prepares appropriate responses, and forwards remaining materials to supervisor or others along with necessary background information.

· Arranges meetings, conferences, schedules, interviews and appointments, completes travel arrangements and maintains supervisor’s business calendar.

· Answers inquiries concerning activities and operations of subordinate departments by referring to and interpreting established departmental policies and procedures.

· Establishes, maintains and revises record keeping and filing systems, and classifies, sorts and files correspondence, articles, records and other documents.

· Attends meetings and takes, prepares and distributes minutes to appropriate personnel.

· Performs specialized functions pertaining to departmental operations, including bulk purchasing or departmental supplies and materials, and requisitioning regular office supplies and/or other general office duties that may be assigned.


· Requires a High School Diploma or a G.E.D. equivalent.

· One (1) year certificate from college or technical school with at least three (3) years of experience within an office setting; or five (5) or more years of related secretarial experience within an office setting required.

· Previous experience scheduling appointments/maintaining calendars required.

· Progressively more responsible related work experience necessary in order to gain in-depth understanding or organizational policies, procedures and operations, in order to assume a variety of high-level administrative details including arranging meetings and conferences without prior clearance, answering semi-complex correspondence, assembling highly confidential and sensitive information, answering questions of influential callers, and so forth.

· Proficient with medical terminology.

· Interpersonal skills necessary in order to effectively communicate with external and internal callers and visitors, often dealing with sensitive/highly confidential matters. Analytical skills necessary in order to handle semi-complex administrative details such as preparing special non-recurring reports by combining confidential data from several sources, and scheduling and handling administrative/secretarial needs of supervisor.


Must meet or exceed core customer service responsibilities, standards and behaviors as outlined in the HFHS’ Customer Service Policy and summarized below:

· Communication Ownership

· Understanding Motivation

· Sensitivity Excellence

· Teamwork Respect

Must practice the customer skills as provided through on-going training and in-services. Must possess the following personal qualities:

· Be self-directed

· Be flexible and committed to the team concept

· Demonstrate teamwork, initiative and willingness to learn

· Be open to new learning experiences

· Accepts and respects diversity without judgment

· Demonstrates customer service values


Normal office environment with minimal exposure to noise, dust, or extreme temperatures.

Additional Details

This posting represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. It should be understood, therefore, that incumbents may be asked to perform job-related duties beyond those explicitly described above.


Under the leadership of President and CEO Robert G. Riney, Henry Ford Health is a

$6 billion integrated health system comprised of six hospitals, a health plan, and 250 sites

including medical centers, walk-in and urgent care clinics, pharmacy, eye care facilities and

other healthcare retail. Established in 1915 by auto industry pioneer Henry Ford, the health system

now has 32,000 employees and remains home to the 1,900-member Henry Ford Medical Group, one

of the nation’s oldest physician groups. An additional 2,200 physicians are also affiliated with the

health system through the Henry Ford Physician Network. Henry Ford is also one of the region’s

major academic medical centers, receiving between $90-$100 million in annual research funding and

remaining Michigan’s fourth largest NIH-funded institution. Also an active participant in medical

education and training, the health system has trained nearly 40% of physicians currently practicing

in the state and also provides education and training for other health professionals including nurses,

pharmacists, radiology and respiratory technicians.


Whether its offering a new medical option, helping you make healthier lifestyle choices or

making the employee enrollment selection experience easier, its all about choice. Henry

Ford Health has a new approach for its employee benefits program – My Choice

Rewards. My Choice Rewards is a program as diverse as the people it serves. There are

dozens of options for all of our employees including compensation, benefits, work/life balance

and learning – options that enhance your career and add value to your personal life. As an

employee you are provided access to Retirement Programs, an Employee Assistance Program

(Henry Ford Enhanced), Tuition Reimbursement, Paid Time Off, Employee Health and Wellness, and a whole host of other benefits and services. Employees classified as contingent status are not eligible for benefits.

Equal Employment Opportunity/Affirmative Action Employer

Equal Employment Opportunity / Affirmative Action Employer Henry Ford Health is

committed to the hiring, advancement and fair treatment of all individuals without regard to

race, color, creed, religion, age, sex, national origin, disability, veteran status, size, height,

weight, marital status, family status, gender identity, sexual orientation, and genetic information,

or any other protected status in accordance with applicable federal and state laws.