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Enjoy a better life and brighter future through kidney disease treatment and research in San Antonio and South Texas

Medical Secretary

General Summary

A nonexempt position responsible for performing a variety of clerical duties to assist physicians, patients and clinical service managers.


Duties and Responsibilities

  • Proficiently and accurately follows intake and discharge process to ensure patient is checked in and checked out.
  • Accurately schedules and modifies appointments for patients.
  • Proficiently utilizes EMR to coordinate physician availability to patient’s preference in terms of date and time. Consults with immediate supervisor about scheduling problems.
  • Uses multi line phone system to accurately screen calls, take messages, and create telephone encounters and page physicians.
  • Prepares and processes correspondence. Answers routine medical administrative inquires and drafts letters for physicians and other clinical staff.
  • Distributes faxes from fax inbox daily to ensure all records are correctly distributed and/or scanned into patient’s charts.
  • Assembles patients’ health information including medical history, exam results, X-ray reports, lab tests, diagnosis and treatment plans. Checks to ensure all forms are completed properly identified, and signed. Ensure all information is entered in patients’ electronic medical record.
  • Confirms appointments, verifies demographic and insurance. Verifies that all other pertinent medical information is updated in patients’ chart. Accurately posts labs manually if not received electronically.
  • Requests, sends and receives patient medical records within HIPPA guidelines.
  • Uses customer service principles and techniques to deal with patients calmly and pleasantly.
  • Assists in the care and maintenance of office equipment.
  • Other duties as assigned.


  • High school diploma or general equivalency diploma (GED).
  • Must have a valid driver’s license and reliable transportation.
  • Must have COVID Vaccine.


Minimum one year of medical records clerk/health information technician experience, preferably in medical practice setting.

Performance Requirements

  • Knowledge of basic medical terminology and office procedures.
  • Knowledge of grammar, spelling and punctuation to type from draft, copy and review and edit reports and correspondence.
  • Knowledge of basic arithmetic to make calculations, balance and reconcile figures and make changes accurately.
  • Knowledge of computerized scheduling systems.
  • Knowledge of medical practice protocols related to scheduling appointments.
  • Knowledge of legal and ethical considerations related to patient information.
  • Knowledge of customer service principles and techniques.

  • Skill in operating office equipment.
  • Skill in using computer and medical records software.
  • Skills in organizational matters, including time management, prioritization, multitasking and problem solving.
  • Skill in putting information in preferred medical record system, meeting clinic standards.
  • Skill in dealing with masses of information in organized manner.
  • Skill in communicating effectively with physicians/clinicians about scheduling preferences.
  • Skill in generating reports from EMR as needed.
  • Ability to effectively communicate, read, understand and follow oral and written instructions.
  • Ability to establish and maintain effective working relationships with patients, physicians, other clinical staff and the public.
  • Ability to multitask effectively, dealing with phone calls, patients, staff and others calmly and pleasantly in all circumstances.
  • Ability to analyze situations and respond appropriately.
  • Ability to analyze medical records for completeness and accuracy, paying attention to detail.

Equipment Operated

Standard office equipment with emphasis on computer hardware and software including multi line telephone.

Work environment

Work performed in office environment. Involves frequent contact with staff, physicians and patients. May require some travel.

Mental/Physical Requirements

Mostly sedentary with some standing, walking and reaching. Daily and repetitive data entry utilizing ergonomic techniques. Periodic stress from handling high volume of calls, heavy workload and patient/physician requests.