Reports to:

Clerical Supervisor Direct Reports:

None FLSA Classification:

Hourly, non-exempt

Job Summary:

The Medical Secretary is often the first point of contact for patients, visitors, and vendors, whether by phone or in person. This role provides a critical link between patients and the care delivered by our physicians and clinical staff. The Medical Secretary works collaboratively with physicians, clinical staff, and the billing team to support direct patient services, fostering an environment of patient comfort and trust. Because a significant portion of our patient population is Spanish-speaking, fluency in both English and Spanish is a plus to ensure clear communication, accurate information exchange, and a welcoming experience for all families. The ideal candidate demonstrates flexibility, a "can-do" attitude, and exemplifies the core values and mission of Hendersonville Pediatrics, always exercising discretion, diplomacy, and tact in patient and staff interactions.

Responsibilities:

Front Desk Operations Greet and welcome patients, clients, and visitors in a friendly and professional manner. Answer phones, provide information according to Hendersonville Pediatrics' policies, and transfer calls as needed. Schedule appointments, verify contact information, and inform patients of required documentation for their visit (insurance verification, custody documents, forms). Verify method of payment (NC Medicaid, private insurance, private pay) and collect co-pays or payments as appropriate. Review patient accounts for outstanding balances and courteously remind patients of any payments due at the time of the visit. Maintain patient waiting areas, front desk, and office files in a neat and organized manner. Patient Communication & Support Ensure pre-registration is completed by parent/guardian via Phreesia and that necessary data is transferred to the EHR. Educate patients and families on the Patient Portal, ensuring invitations are sent and activated. Process incoming messages and requests received via the Patient Portal. Exercise problem-solving and conflict-resolution skills when handling patient complaints, referring issues to designated personnel as needed. Administrative & Compliance Support Perform general medical office duties including copying, faxing, and data entry.

Assist Medical Records as needed:

complete forms, enter patient medical history, process chart attachments, scan patient information sheets, and insurance cards into patient charts. Adhere to all Hendersonville Pediatrics policies on safety, security, and confidentiality; safeguard restricted areas, keyless entry codes, and computer system passwords. Maintain strict compliance with HIPAA regulations and exercise diplomacy and tact to provide excellent customer service. Perform other duties as required.

Qualifications:

Strong computer proficiency, including experience with EHR systems and Microsoft Office. Ability to maintain confidentiality under HIPAA standards. Excellent customer service, interpersonal communication skills, and cultural sensitivity; able to work effectively with diverse groups. Intermediate to advanced phone skills and in-person communication. Highly flexible and able to accommodate changing office needs. Well-developed verbal and written communication skills. Ability to work well under pressure with minimal supervision and handle a variety of tasks.

Requirements:

Valid North Carolina driver's license, insurance, and ability to accept occasional travel assignments between Brevard and Hendersonville locations. High school diploma or equivalent required. Minimum of one year of medical secretary/receptionist experience in a healthcare setting or similar. Ability to work evenings, weekends, and/or holidays as scheduled.

Schedule & Additional Details:

Expected hours: 32 per week (full-time, benefits eligible)

Schedule:

8-hour day shifts, four days a week, with rotating evenings and weekends Healthcare setting: Private practice Medical specialty: Pediatrics About Hendersonville Pediatrics Pa At Hendersonville Pediatrics, we've been caring for children and families in our community for over 70 years. With locations in Hendersonville and Brevard, we provide compassionate, high-quality pediatric care from birth through young adulthood. Our team is dedicated to creating a supportive, inclusive, and collaborative workplace where every voice matters and every child is treated like family. If you're passionate about making a difference in children's lives and want to work alongside a team that values heart, humor, and excellence in care — we'd love to meet you.