Job Details

Medical Secretary, HIM

Position Number: 6466775
Location: Salt Lake City, UT
Position Type: Secretary and Administrative Assistants

Medical Secretary, HIM

Job Summary

Position Summary
Manages health information and medical records for pediatric patients and subspecialty clinics in the Department of Pediatrics at the University of Utah School of Medicine. Provides secretarial and administrative support for pediatric ambulatory clinics comprised of 15 pediatric subspecialty divisions and service lines. Coordinates with multiple clinical teams and subspecialty divisions to ensure optimal patient care and distribution of incoming and outgoing medical records. Assists with fax management, uploading records to patient charts, proposing orders/forms/documents for provider sign-off, identity and chart integrity, adoption processes, and creation of clinical summaries for distribution to care teams. Ensures adherence to privacy protocols, HIPAA compliance, and scanning policies.

This position is primarily housed in a call center, separate from clinic locations. Primary job location is 200 S 250 E, Salt Lake City, UT; site rotations are required at Primary Children's Outpatient Services building at 81 N Mario Capecchi Dr, Salt Lake City, UT.

This position is full-time, 40 hours per week. Regular, punctual, and on-site attendance is required.

The University of Utah offers a comprehensive benefits package including:

Excellent health care coverage at affordable rates (see the Summary Comparison for more information)
14.2% retirement contributions that vest immediately
Generous paid leave time
11 paid Holidays per year
50% tuition reduction for employees, spouses, and dependent children
Flex spending accounts
University provided basic employee life insurance coverage equal to a salary of up to $25,000
Variety of elective insurance coverage, including life insurance, short and long-term disability, accidental death & dismemberment, accident, critical illness, hospital indemnity, and pet.
Free transit on most UTA services
Employee discounts on a variety of products and services, including cell phones & plans, entertainment, health and fitness, restaurants, retail, and travel
Professional development opportunities

Additional benefits information is available at https://benefits.utah.edu/.

Responsibilities
Essential Functions

Serves as a resource for triage, scheduling, and clinical teams; educates on University policy and procedures related to patient health information and chart integrity.
Coordinates, logs and assists healthcare providers, clinical teams and patients through the medical record release process for the Department of Pediatrics and Primary Children's Hospital.
Coordinates with the Department of Pediatrics, Primary Children's Hospital, and other University and non-University community clinics to obtain Protected Health Information (PHI) for clinical care.
Assists patients, patients' family, referring physicians, and third-party carriers to resolve PHI related items; explains various types of medical documents.
Manages individual patient legal documents in the Electronic Medical Record (EMR) regarding custody/guardianship, adoption, name change, sex change, etc.
Uploads external lab and imaging results for provider review.
Oversees and distributes the incoming and outgoing fax volume for assigned divisions to ensure timely responses. Uploads external medical records and distributes to appropriate care teams.
Routes prescription refills, medical orders, prior-authorization forms, outside medical records, patient school plans, patient letters, etc. to appropriate care teams.
Records, monitors, and verifies required data and information. Opens, uploads, files, and distributes incoming mail.
Researches and resolves issues related to lost documents and/or compromised records.
Creates and/or responds to messages in the EMR with detailed professional notes.
Oversees document distribution, fax management, chart integrity and uploading to the EMR.
Acts as a liaison between the Department of Pediatrics, Primary Children's Hospital, and other University and non-University community clinics.

Problem Solving

Ability to perform the essential functions of the job as outlined above.
Demonstrated organizational, human relations, and effective communication skills.
Knowledge of medical terminology.
Strong word processing and spreadsheet software skills.
The incumbent may be required to prioritize tasks received from multiple staff members and determine the order of importance.
Ability to use discretion and judgment when scheduling appointments, screening calls, coordinate procedures, tests and other treatments as it relates to the patients care.
Ability to coordinate work processes with other departments, community, governmental or regulatory agencies and must understand the objective and policies governing the activities of the department and be able to effectively communicate this information to interested parties.

This position is patient-sensitive and must fulfill all associated requirements. We protect our patients, coworkers and community by requiring all patient-sensitive employees to be immunized according to CDC standards and hospital policy. Limited exemptions may be made for documented medical contraindications or religious beliefs that object to vaccinations. Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description. CommentsWorking Conditions and Physical Demands Employee must be able to meet the following requirements with or without an accommodation.

This is a sedentary position that may exert up to 10 pounds and may lift, carry, push, pull or otherwise move objects. This position involves sitting most of the time and is not exposed to adverse environmental conditions.

DisclaimerThis job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

The above job description reflects the general physical and mental demands and environmental conditions required to perform the essential functions for this position. Nothing in this job description restricts management's right to assign or reassign duties to this job at any time. The University of Utah Health complies with the Americans with Disabilities Act, as amended and Sections 503 & 504 of the Rehabilitation Act, and extends reasonable accommodations to qualified applicants or employees with disabilities. A qualified applicant must be able to perform the essential functions of the job, with or without a reasonable accommodation. The staff member must be able to demonstrate the knowledge and skills necessary to provide care appropriate to the age of the patients served on his or her assigned unit. The individual must demonstrate knowledge of the principles of life span growth and development and the ability to assess data regarding the patient's status and provide care as described in the department's policies and procedures manual.

Minimum Qualifications
Required
Two years of secretarial experience, or equivalency (one year of education can be substituted for two years of related work experience).
Successful completion of medical software training may be required by a certain date within some departments.

Preferred
Two years of experience in a hospital, clinic or laboratory setting.
Patient registration or related field experience.

Preferences

Special Instructions

Requisition Number: PRN42805B
Full Time or Part Time? Full Time
Work Schedule Summary: Monday through Friday, 8:00 a.m. to 5:00 p.m.
Department: 00848 - Pediatric Administration
Location: Other
Pay Rate Range: $18.16 to $24.29
Close Date: 11/12/2025
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/187086