Medical Secretary

Full Time, Non-Clinical

Magee Rehabilitation Hospital opened in 1958 as the first free-standing rehabilitation hospital in Philadelphia. The Hospital has over 600 employees and is nationally recognized for outstanding programs in physical and cognitive rehabilitation, with comprehensive services for spinal cord injury, brain injury, stroke, orthopedic replacement, amputation, pain management and work injury. Magee serves as the federally designated Regional Spinal Cord Injury Center of Delaware Valley. Only 14 such centers exist in the country. Magee is a founding member of The Christopher Reeve Foundation NeuroRecovery Network, which provides state of the art rehabilitation therapy.

JOB SUMMARY: The Magee Rehabilitation Medical Secretary I/II works under the Director, Physician Services as administrative support for assigned Magee Physicians. This individual is responsible for all administrative tasks including calendar maintenance, credentialing & licensing, meeting coordination, and reporting.

Essential Duties and Responsibilities:

  • Responsible for full administrative support for assigned Physicians. Also responsible for backfill when peer Medical Secretary is out of the office.
  • Maintains calendars for physicians, including: meeting creation, reserving rooms, checking availability, and acting as the point of contact for meeting attendees.
  • Oversees physician billing process, ensures bills are paid in a timely manner & follows up when delays occur to resolve issues.
  • Performs licensing and credentialing for assigned Physicians for Magee Rehabilitation and external hospitals
  • Maintains up to date CME records. Ensures all Physicians are up-to-date on necessary requirements.
  • Planning, preparation, and travel arrangements for conference attendance, local and non-local
  • Weekly Patient Care Conference meeting coordination, including: scheduling rooms, preparing attendee list, ensuring all members are prepared appropriately
  • Answering phones for providers. Directing callers to respective parties.
  • Assists with organizing Physician-led meetings including scheduling, preparing meeting materials, and compiling minutes
  • Updates Physician CVs on a regular basis, adding events and seminars as they are attended
  • Generation of formal communication to the Department of Motor Vehicles for patient status
  • Schedules meetings for external consults with Physicians
  • Administrative legal support as necessary. Facilitates depositions, summary reports, and communications with attorneys.
  • Covers for Physician vacations, keeping Physician calendars and schedule coverage updated in a timely manner. Communicates with Outpatient clinic & schedule planning
  • Responsible for back-up support to administrative functions in Outpatient Clinic on as-needed basis.

Medical Secretary II (In addition to responsibilities above):

  • Working with Jefferson representative, coordination of Resident program interviews and onboarding
  • Credentialing responsibilities. Including, but not limited to:
  • Tracks and monitors expiring medical licenses, DEAs, medical malpractice insurances, and communicates with physicians and consultants to ensure timely renewal
  • Generates monthly reports of expiring certifications and licenses. Presents them to Director of Physician Services
  • Contacts medical office staff, licensing agencies, and insurance carriers to complete credentialing & re-credentialing applications
  • Reviews application information and identifies discrepancies that require the attention of the Director of Physician Services
  • Conducts monthly searches on government databases for exclusion from participation in Federal programs
  • Responds to affiliation verification requests
  • Develops appointment and reappointment database
  • Maintains accuracy and integrity of credentialing database

Primary Customers & Key Working Relationships:

  • Physicians
  • Physician Residents
  • Outpatient Clinic Manager


Physical Demands and Work Environment:

 Operates in a professional office environment. Routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Largely a sedentary role; however, some filing is required. Requires the ability to lift files, open filing cabinets and bend or stand as necessary. 

Experience & Education

  • Minimum 1-3 years’ experience in a medical administrative field required
  • Associates’ Degree required, Bachelors’ Degree preferred
  • Minimum one (1) year credentialing experience preferred.
  • Ability to work independently with minimal instruction
  • Highly effective organizational skills, decision making and problem solving
  • Competence in secretarial, word processing, phone etiquette, spelling and grammar.
  • Ability to work in a busy office environment with conflicting demands, and to work under pressure with strict deadlines
  • Ability to work well with all levels of internal management and staff and outside clients.
  • Excellent interpersonal, written and oral communication skills required.
  • Ability to work effectively with whole team and partner with other administrative professionals to get the job done.
  • Must be able to manage time effectively in a very fast-paced work environment with shifting priorities and to work independently and proactively to address and resolve logistical and related issues.


Equipment Used

  • Proficiency and accuracy with office technologies, specifically all Microsoft Office: Outlook, Word, Excel, and PowerPoint.



  • General hospital exposure. Must follow standard precautions.