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Medical Secretaries and Administrative Assistants Occupation Detailed Description

Medical Secretaries and Administrative Assistants career

General Job Description and Education/Training Levels for Medical Secretaries and Administrative Assistants

The main tasks and work activities of Medical Secretaries and Administrative Assistants are to schedule appointments, maintain medical records, compile data or documentation, answer telephones to direct calls or provide information. In general, for the Medical Secretaries and Administrative Assistants, speaking, active Listening, service Orientation, reading Comprehension and other 8 skills are required.
Medical Secretaries and Administrative Assistants Job Description
EducationMost occupations in this zone require training in vocational schools, related on-the-job experience, or an associate's degree.
Related ExperiencePrevious work-related skill, knowledge, or experience is required for these occupations. For example, an electrician must have completed three or four years of apprenticeship or several years of vocational training, and often must have passed a licensing exam, in order to perform the job.
Job TrainingEmployees in these occupations usually need one or two years of training involving both on-the-job experience and informal training with experienced workers. A recognized apprenticeship program may be associated with these occupations.
ExampleThese occupations usually involve using communication and organizational skills to coordinate, supervise, manage, or train others to accomplish goals. Examples include hydroelectric production managers, travel guides, electricians, agricultural technicians, barbers, court reporters, and medical assistants.
The following chart shows the education/training levels for Medical Secretaries and Administrative Assistants jobs. 37.01% of Medical Secretaries and Administrative Assistants have High School Diploma (or the equivalent) and 19.70% of Medical Secretaries and Administrative Assistants have Post-Secondary Certificate.
Less than a High School Diploma
0.00%
High School Diploma (or the equivalent)
37.01%
Post-Secondary Certificate
19.70%
Some College Courses
41.32%
Associate's Degree (or other 2-year degree)
1.97%
Bachelor's Degree and Above
0.00%

Tasks and Work Activities of Medical Secretaries and Administrative Assistants

  • 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.
  • Interview patients to complete documents, case histories, or forms, such as intake or insurance forms.
  • Maintain medical records, technical library, or correspondence files.
  • Operate office equipment, such as voice mail messaging systems, and use word processing, spreadsheet, or other software applications to prepare reports, invoices, financial statements, letters, case histories, or medical records.
  • Transmit correspondence or medical records by mail, e-mail, or fax.
  • Perform various clerical or administrative functions, such as ordering and maintaining an inventory of supplies.
  • Arrange hospital admissions for patients.
  • Transcribe recorded messages or practitioners' diagnoses or recommendations into patients' medical records.
  • Perform bookkeeping duties, such as credits or collections, preparing and sending financial statements or bills, and keeping financial records.
  • Complete insurance or other claim forms.
  • Prepare correspondence or assist physicians or medical scientists with preparation of reports, speeches, articles, or conference proceedings.
  • Schedule tests or procedures for patients, such as lab work or x-rays, based on physician orders.
  • Interacting With ComputersUsing computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
  • Getting InformationObserving, receiving, and otherwise obtaining information from all relevant sources.
  • Documenting/Recording InformationEntering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
  • Organizing, Planning, and Prioritizing WorkDeveloping specific goals and plans to prioritize, organize, and accomplish your work.
  • Processing InformationCompiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
  • Performing Administrative ActivitiesPerforming day-to-day administrative tasks such as maintaining information files and processing paperwork.
  • Communicating with Supervisors, Peers, or SubordinatesProviding information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
  • Scheduling Work and ActivitiesScheduling events, programs, and activities, as well as the work of others.
  • Updating and Using Relevant KnowledgeKeeping up-to-date technically and applying new knowledge to your job.
  • Communicating with Persons Outside OrganizationCommunicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
  • Schedule appointments.
  • Maintain medical records.
  • Compile data or documentation.
  • Answer telephones to direct calls or provide information.
  • Relay information between personnel.
  • Greet customers, patrons, or visitors.
  • Refer customers to appropriate personnel.
  • Interview employees, customers, or others to collect information.
  • Operate computers or computerized equipment.
  • Operate office equipment.
  • Send information, materials or documentation.
  • Order materials, supplies, or equipment.
  • Transcribe spoken or written information.
  • Collect deposits, payments or fees.
  • Maintain financial or account records.
  • Prepare documentation for contracts, transactions, or regulatory compliance.
  • Prepare business correspondence.

Skills and Abilities for Medical Secretaries and Administrative Assistants

  • SpeakingTalking to others to convey information effectively.
  • Active ListeningGiving 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 OrientationActively looking for ways to help people.
  • Reading ComprehensionUnderstanding written sentences and paragraphs in work related documents.
  • WritingCommunicating effectively in writing as appropriate for the needs of the audience.
  • Time ManagementManaging one's own time and the time of others.
  • CoordinationAdjusting actions in relation to others' actions.
  • Social PerceptivenessBeing aware of others' reactions and understanding why they react as they do.
  • Critical ThinkingUsing logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
  • Complex Problem SolvingIdentifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
  • MonitoringMonitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
  • Oral ComprehensionThe ability to listen to and understand information and ideas presented through spoken words and sentences.
  • Oral ExpressionThe ability to communicate information and ideas in speaking so others will understand.
  • Speech ClarityThe ability to speak clearly so others can understand you.
  • Speech RecognitionThe ability to identify and understand the speech of another person.
  • Written ComprehensionThe ability to read and understand information and ideas presented in writing.
  • Near VisionThe ability to see details at close range (within a few feet of the observer).
  • Written ExpressionThe ability to communicate information and ideas in writing so others will understand.
  • Problem SensitivityThe ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
  • Time SharingThe ability to shift back and forth between two or more activities or sources of information (such as speech, sounds, touch, or other sources).
  • Selective AttentionThe ability to concentrate on a task over a period of time without being distracted.
  • Information OrderingThe ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
  • Inductive ReasoningThe ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
  • Deductive ReasoningThe ability to apply general rules to specific problems to produce answers that make sense.
  • Magnetic stripe readers and encoderse.g. Credit card processing machines
  • Desktop computerse.g. Desktop computers
  • Dictation machinese.g. Dictaphones
  • Hospital intercom systemse.g. Hospital intercom equipment
  • Notebook computerse.g. Laptop computers
  • Laser fax machinee.g. Laser facsimile machines
  • Laser printerse.g. Laser printers
  • Special purpose telephonese.g. Multi-line telephone systems
  • Notebook computerse.g. Notebook computers
  • Personal computerse.g. Personal computers
  • Photocopierse.g. Photocopying equipment
  • Scannerse.g. Scanners
  • Premise branch exchange PBX systemse.g. Switchboards
  • Customer and Personal ServiceKnowledge 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 LanguageKnowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  • ClericalKnowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
  • Computers and ElectronicsKnowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
  • Administration and ManagementKnowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.