Medical Secretary and Administrative Assistant

Also called: Administrative Assistant, Administrative Support Specialist, Appointment Scheduler, Billing Coordinator, Certified Medical Administrative Assistant

Medical Secretary and Administrative Assistant

Varies

estimated salary

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.

  • Answer telephones and direct calls to appropriate staff.
  • Schedule and confirm patient diagnostic appointments, surgeries, or medical consultations.
  • 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.
  • Maintain medical records, technical library, or correspondence files.
  • Greet visitors, ascertain purpose of visit, and direct them to appropriate staff.
  • Compile and record medical charts, reports, or correspondence, using typewriter or personal computer.
  • Receive and route messages or documents, such as laboratory results, to appropriate staff.
  • 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.
  • Interview patients to complete documents, case histories, or forms, such as intake or insurance forms.
  • Perform bookkeeping duties, such as credits or collections, preparing and sending financial statements or bills, and keeping financial records.
  • Schedule tests or procedures for patients, such as lab work or x-rays, based on physician orders.
  • Complete insurance or other claim forms.
  • Transcribe recorded messages or practitioners' diagnoses or recommendations into patients' medical records.
  • Arrange hospital admissions for patients.
  • Prepare correspondence or assist physicians or medical scientists with preparation of reports, speeches, articles, or conference proceedings.
Work Context
  • Contact With Others — 99% responded "Constant contact with others".
  • Telephone — 93% responded "Every day".
  • Work With Work Group or Team — 84% responded "Extremely important".
  • Face-to-Face Discussions — 80% responded "Every day".
  • Importance of Being Exact or Accurate — 66% responded "Extremely important".
  • Electronic Mail — 83% responded "Every day".
  • Indoors, Environmentally Controlled — 87% responded "Every day".
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Work Activities
  • Interacting With Computers — Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
  • Getting Information — Observing, receiving, and otherwise obtaining information from all relevant sources.
  • Documenting/Recording Information — Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
  • Organizing, Planning, and Prioritizing Work — Developing specific goals and plans to prioritize, organize, and accomplish your work.
  • Processing Information — Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
  • Performing Administrative Activities — Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
  • Communicating with Supervisors, Peers, or Subordinates — Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
  • Scheduling Work and Activities — Scheduling events, programs, and activities, as well as the work of others.
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Detailed Work Activities
  • Schedule appointments.
  • Schedule appointments.
  • Compile data or documentation.
  • Maintain medical records.
  • Answer telephones to direct calls or provide information.
  • Relay information between personnel.
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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.
Clerical
  • Knowledge 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.
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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.
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Abilities

Oral Comprehension
  • The ability to listen to and understand information and ideas presented through spoken words and sentences.
Speech Recognition
  • The ability to identify and understand the speech of another person.
Speech Clarity
  • The ability to speak clearly so others can understand you.
Oral Expression
  • The ability to communicate information and ideas in speaking so others will understand.
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Personality

People interested in this work like activities that include ideas, thinking, and figuring things out.
They do well at jobs that need:
  • Achievement/Effort
  • Persistence
  • Initiative
  • Leadership
  • Cooperation
  • Concern for Others
  • Social Orientation
  • Self Control
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Technology

You might use software like this on the job:

Office suite software
  • Microsoft Office Hot Technology
  • Google Drive Hot Technology
  • Corel WordPerfect
Word processing software
  • Google Docs Hot Technology
  • Microsoft Word Hot Technology
  • Word processing software
  • Addressing software
Medical software
  • Epic Systems Hot Technology
  • MEDITECH software Hot Technology
  • Healthcare common procedure coding system HCPCS Hot Technology
  • Henry Schein Dentrix Hot Technology
  • Medical condition coding software Hot Technology
  • Wisconsin Physicians Service Insurance CMS Secure Net Access Portal C-SNAP
  • PracticeWorks Systems Kodak WINOMS CS
  • Patterson Dental Supply Patterson EagleSoft
  • NaviMedix NaviNet
  • Microsys MicroMD
  • MEDITECH Medical and Practice Management MPM Suite
  • Medical procedure coding software
  • CPSI CPSI System
  • Amazing Charts
  • Allscripts Payerpath
  • MEDENT
  • McKesson Lytec
  • HMS
  • eMDs Medisoft
  • Electronic health record EHR software
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