Medical Secretary- FT Day Shift

Sayville, NY
The Bristal at Sayville
Depends on Experience 
Full Time
Day Shift

The Medical Administrative Assistant for Resident Services uses his/her specialized knowledge of medical, technical, procedural, and nursing terminology to perform a defined range of project/audit/administrative related functions for the Resident Services Department.  The Medical Administrative Assistant will be responsible for auditing Resident Wellness and Reflections files (medical records) to assure accuracy and completeness as these pertain to company policy and the rules and regulations of the State Department of Health.  This position is an integral member of the Resident Services Department team and as such may also be requested to provide support with a specified range of quality related initiatives.

The Medical Administrative Assistant may also be requested to perform key office reception functions, answering phones and greeting Residents and others in person; screen calls and visitors to determine nature of request or problem; refer to appropriate staff member(s) and take messages.


  1. Resident File Oversight
    1. Maintains Resident chart/file system:
      1. Reviews daily Resident list;
      2. Performs monthly chart reviews (all files), ensuring that various records and forms are in proper order; insert new/updated clinical and administrative documentation in charts, and check for staff and physician sign-off as required; re-file charts.
      3. Maintains overflow (current year) and historical (prior years) medical records as per company policy and assure all needed documents specific to individual Resident’s files are appropriately filed.
    2. Prior to filing in Residents’ Medical Record:
      1. Reviews medical evaluations and all admission forms, and interval documentation and documents, for timely completion, accuracy and completeness as these pertain to company policy and State Department of Health requirements:
        • Refers to the Director of Resident Relations, the Director of Resident Services, Reflections Coordinator/Director, all interval documentation that is incomplete, incorrect and/or coming due.
      2. Reviews prior month’s Medication Assistance Records (MARs) prior to filing into Resident’s overflow or historical record, to assure completeness and accuracy; refers to Department Head for correction;
        • Assures presence in Resident File of Refusal of Medication Form where appropriate and indicated
        • Assures presence of all needed forms for the Medication Assistance Program where indicated and appropriate, i.e. prn capability.
      3. Reviews Resident File to insure prescriptions are present and reflective of current medication regimen
        • Refers discrepancies to Department Head and/or appropriate staff
      4. Assures assessment of self-medicating Residents are completed on time and are reviewed and signed by the Director of Resident Services
        • Review medication list to assure fidelity with Resident’s medication regimen for corresponding month (prescriptions on file)
      5. Maintains Compucare reminders to ensure timely completion of required documents including but not limited to med evals, Self-Administration Reviews, Weights, Skin Checks, Oxygen Certifications, etc.
      6. Reviews upcoming reminder dates with Director of Resident Services or Director of Reflections and assist with completion and follow as directed.
      7. Assists the Director of Resident Services or Director of Reflections with obtaining pre-admission documentation as directed and ensures that resident chart is compiled.
  2. Communication
    1. Communicates with pharmacy, physician, physician offices, home health and hospice providers, hospital and skilled nursing facilities discharge planners, Resident/Resident Representatives, et al, as needed.
  3. Administrative Responsibilities
    1. Communicates with internal and external members of the health care team.
    2. Analyzes recurring errors and bring to the attention of the Director of Resident Services and/or ED.
    3. Identifies frequent errors if occurring by a single person.
    4. Performs various data entry and information retrieval tasks using computerized systems.
    5. Types/word processes and proof correspondence, reports, forms, manuals, records, and other materials from taped, handwritten, or typed copy.
    6. Photocopies and collates various materials as these pertain to scope of responsibilities.
    7. Performs other duties as assigned by Director of Resident Services, Director of Reflections, and Executive Director (ED) or ED designee.


  • Associates Degree preferred
  • One to two years of relevant project management, medical office management, or administrative experience or a combination of education and experience from which comparable knowledge and skills are acquired. (Relevant training/experience in a medical setting desirable)
  • Working knowledge of medical and nursing terminology
  • Working knowledge of excel/word/outlook
  • Excellent spelling, filing, reception, and other general office skills. Good basic reading, writing and math skills.  Some training or experience in use of computerized filing/data base management systems.
  • Ability to speak clearly and comfortably to and deal courteously and efficiently with Residents, Residents families, physicians, property personnel, and others
  • Ability to use discretion in handling confidential information
  • Ability to relate well to the senior population.
  • Independent worker.
  • Must be willing to work on weekend day per week for either a Tuesday-Saturday or Sunday-Thursday days shift. 


Moderate supervision is received from the Director of Resident Services and/or Director of Reflections.