Medical Secretary

JOB TITLE: Medical Secretary Supervisor: Health Office Manager Status: Non-Exempt Shift 3 - 12 hour shifts occurring Monday through Friday Salary: Starting at $20.32 Location: Battle Creek, MI Application Deadline: 11-05-2026 at 9:00am Excellent Benefit Package for Eligible Team Members Employees contribute minimal cost sharing towards medical, dental, and vision insurance Flexible Spending Account for Medical Reimbursement 100% Employer paid Short Term and Long Term Disability, Life Insurance, and Accidental Death and Dismemberment Insurance Dependent Care FSA 401K Plan with eligible match – vesting on day 1 A generous paid time off program where all employees begin earning accrued paid time off immediately upon hire Generous Tuition Reimbursement Program with Educational Release Time after 12 months Up to14 Paid Holidays Employee wellness and fitness programs Opportunities to participate in NHBP Sponsored activities Public Student Loan Forgiveness eligible employer NHBP is a self-sustaining Sovereign Nation dedicated to achieving the shared vision of our community.

Our mission is to preserve our culture and history, build a healthy community, provide essential services, and secure our financial future through strategic decision-making. We are always seeking outstanding individuals who wish help us fulfill this mission and join us on our journey to protect and promote the cultural, emotional, physical, and financial well-being of our Tribal community for the next Seven Generations.

POSITION SUMMARY

The Medical Secretary will function under the direction of the Health Office Manager to provide high level confidential management of all scheduling and demographic information for Health and Human Service Department clients. This will include but is not limited to greeting clients, staff and guests of the HHSD, providing direction and exemplary customer service to clients, staff and guests of HHSD, maintaining clients scheduled appointments for all direct care service providers, maintaining accurate, up to date demographic information for HHSD clients, and operating in multiple electronic health records systems and programs to aid in completing the essential functions of the position.

The Medical Secretary is knowledgeable and complies with the laws and regulations regarding confidentiality and HIPAA protections.

ESSENTIAL FUNCTIONS

Utilizes the scheduling systems, both dental and medical. Accurately and efficiently schedules for a wide range of services including but not limited to medical, community health and dental. Answers telephones, greets clients and guests of NHBP and assists in general inquiries. Compiles records and maintains current and accurate medical charts, reports and correspondence collaboratively with providers and other business office functions.

Maintains Microsoft Outlook Calendars, such as the GSA reservations and HHSD conference rooms. Instructs and aids new patients in completion HHSD service registration forms. Manages the Patient Portal Notification System and notifies patients of appointments if necessary. Maintains the most up to date demographic information within all electronic health record systems.

Monitors insurance verification within the electronic health record and verifies insurance when necessary using given website resources and contacting insurance company. Maintains a working knowledge of various programs or agencies such as Medicare and Medicaid for billing services in order to support all areas of the business office.

Provides high level, confidential, administrative support such as reports, memos, letters, financial statements and other documents, using Microsoft Office software to all areas of the HHSD Provides professional file maintenance and record keeping in accordance with the NHBP and departmental policies; retrieves documents, records and reports as needed.

Helps maintain a clean work environment. Participates in meetings as required. Maintains inventory of general office supplies and submits new orders as necessary. Assists with special projects/events. Opens, reads and analyzes, sorts, and distributes incoming correspondence, including faxes and email, incoming memos, submissions, and reports to determine their significance and plan their distribution.

Assists with food ordering, pick-up, set-up and clean-up of large lunch meetings. Performs other duties as assigned. MINIMUM REQUIREMENTS Associates degree in medical related field or minimum of twenty four (24) consecutive months experience in medical business office, third party billing or related field. Ability to understand, gain knowledge and appreciate the differences with the Native American culture and customs.

Professional demeanor and appearance. Exemplary customer service skills. Must be able to communicate with clients verbally and with compassion. Ability to perform medical secretarial and clerical duties with speed and accuracy, while exhibiting creativity, confidentiality, honesty and integrity without immediate and constant supervision.

Must maintain a valid driver's license with good driving record; GSA certifiable. Must be able to travel. Must be able to successfully pass a background check: must not have been found guilty of, or pled guilty or no contest to, any felony or misdemeanor offense under federal, state or tribal law involving crimes of violence, sexual assault, molestation, prostitution, or other crimes against persons, or offenses committed against children; must be able to successfully pass a drug screening.

Ability to become CPR/First Aid certified within first 2 months of employment. Knowledge of Universal Precautions. Trained in/knowledge of HIPAA and ability to maintain confidentiality; Ability to maintain records, files and confidentiality to comply with the requirements of the Privacy Act. Ability to work well independently and with Health staff and other employees in a team-oriented environment.

A willingness to initiate contacts with new people. Ability to comprehend and abide by Tribal, federal and other relevant environmental regulations/codes. Ability to learn, interpret and apply the NHBP, CHS and IHS regulations, ordinances, and resolutions. Knowledge of medical and dental terminology and procedures. Must be able to adjust schedule as needed or required.

Have the ability to use discretion and problem solving methods in the course of conflict management. Ability to organize and maintain electronic and physical files. Ability to read and interpret documents. Excellent verbal and written communication skills. Capable of multi-tasking in a fast-paced environment with capacity to change priorities quickly.

Knowledge of contemporary office methods and procedures, telephone techniques, operating various office equipment, as well as English usage, spelling, grammar and punctuation. Excellent word processing skills with Word, Excel and patient records programs; Ability to type at a speed of 60 wpm, manage email accounts to communicate with staff and clients, electronic office calendar and internet searches.

Knowledge of or ability to learn electronic health record software. Ability to maintain a good working relationship with all co-workers and the general public and to use good judgment in recognizing scope of authority. Manage time and organize/prioritize tasks effectively. Interviewing skills and the ability to establish relationship with patients and provide education.

Ability to be self-directed and be an excellent problem solver. Ability to develop specific goals and plans to prioritize, organize, and accomplish your work. SECURITY SENSITIVE This position may contain information that is security sensitive and thereby subject to additional provisions. All information obtained will be protected under IHS/HIPAA policy rules and regulations.

INDIAN PREFERENCE Indian preference will be applied in the selection of qualified applicants in accordance with the NHBP Indian Preference in Employment Code, which affords employment preference to NHBP Tribal Citizens, spouse/parents of NHBP Citizens, and members of other federally and Tribally recognized tribes. Fair Employment Practices Code (FEPC) All applicants are subject to a comprehensive background check and must pass a drug screen.

NHBP does not recognize the use of recreational or medical marijuana.