Medical Secretaries and Administrative Assistants
Perform secretarial duties using specific knowledge of medical terminology and hospital, clinic, or laboratory procedures. Duties may include scheduling appointments, billing patients, and compiling and recording medical charts, reports, and correspondence.
Sample of reported job titles:
Clinic Office Assistant, Front Desk Receptionist, Medical Office Specialist, Medical Receptionist, Medical Secretary, Physician Office Specialist, Secretary, Unit Clerk, Unit Support Representative, Ward Clerk
Occupation-Specific Information
Tasks
- Schedule and confirm patient diagnostic appointments, surgeries, or medical consultations.
- Compile and record medical charts, reports, or correspondence, using typewriter or personal computer.
- Answer telephones and direct calls to appropriate staff.
- Receive and route messages or documents, such as laboratory results, to appropriate staff.
- Greet visitors, ascertain purpose of visit, and direct them to appropriate staff.
Technology Skills
- Accounting software:Accounts payable software,Accounts receivable software,Allscripts Professional PM,Billing software,Intuit QuickBooks
- Calendar and scheduling software:IDX Groupcast,Scheduling software
- Cloud-based data access and sharing software:Google Drive
- Data base user interface and query software:Data entry software,Database software,dBASE Plus,Microsoft Access
- Desktop publishing software:Desktop publishing software,Microsoft Publisher
Occupational Requirements
Work Activities
- Working with Computers:Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
- Processing Information:Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
- Performing for or Working Directly with the Public:Performing for people or dealing directly with the public. This includes serving customers in restaurants and stores, and receiving clients or guests.
- Getting Information:Observing, receiving, and otherwise obtaining information from all relevant sources.
- Communicating with Supervisors, Peers, or Subordinates:Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
Detailed Work Activities
- Answer telephones to direct calls or provide information.
- Arrange services or reservations for patrons.
- Collect deposits, payments or fees.
- Compile data or documentation.
- Greet customers, patrons, or visitors.
Work Context
- Telephone:90% responded"Every day"
- Face-to-Face Discussions:90% responded"Every day"
- Electronic Mail:83% responded"Every day"
- Indoors, Environmentally Controlled:76% responded"Every day"
- Contact With Others:74% responded"Constant contact with others"
Worker Requirements
Skills
- Speaking:Talking to others to convey information effectively.
- Active Listening:Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
- Service Orientation:Actively looking for ways to help people.
- Reading Comprehension:Understanding written sentences and paragraphs in work-related documents.
- Complex Problem Solving:Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
Knowledge
- Customer and Personal Service:Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
- English Language:Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
- Administrative:Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology.
- Medicine and Dentistry:Knowledge of the information and techniques needed to diagnose and treat human injuries, diseases, and deformities. This includes symptoms, treatment alternatives, drug properties and interactions, and preventive health-care measures.
- Personnel and Human Resources:Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
Education
How much education does a new hire need to perform a job in this occupation? Respondents said:
- 48%High School Diploma - or the equivalent (for example, GED)
- 26%Associate's Degree (or other 2-year degree)
- 20%Post-Secondary Certificate - awarded for training completed after high school (for example, in agriculture or natural resources, computer services, personal or culinary services, engineering technologies, healthcare, construction trades, mechanic and repair technologies, or precision production)
Worker Characteristics
Abilities
- Oral Comprehension:The ability to listen to and understand information and ideas presented through spoken words and sentences.
- Oral Expression:The ability to communicate information and ideas in speaking so others will understand.
- Written Comprehension:The ability to read and understand information and ideas presented in writing.
- Speech Clarity:The ability to speak clearly so others can understand you.
- Speech Recognition:The ability to identify and understand the speech of another person.
Interests
- Conventional:Conventional occupations frequently involve following set procedures and routines. These occupations can include working with data and details more than with ideas. Usually there is a clear line of authority to follow.
- Social:Social occupations frequently involve working with, communicating with, and teaching people. These occupations often involve helping or providing service to others.
Work Values
- Relationships:Occupations that satisfy this work value allow employees to provide service to others and work with co-workers in a friendly non-competitive environment. Corresponding needs are Co-workers, Moral Values and Social Service.
- Support:Occupations that satisfy this work value offer supportive management that stands behind employees. Corresponding needs are Company Policies, Supervision: Human Relations and Supervision: Technical.
- Working Conditions:Occupations that satisfy this work value offer job security and good working conditions. Corresponding needs are Activity, Compensation, Independence, Security, Variety and Working Conditions.
Work Styles
- Concern for Others:Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.
- Attention to Detail:Job requires being careful about detail and thorough in completing work tasks.
- Integrity:Job requires being honest and ethical.
- Dependability:Job requires being reliable, responsible, and dependable, and fulfilling obligations.
- Stress Tolerance:Job requires accepting criticism and dealing calmly and effectively with high-stress situations.
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