Medical Secretary
Overview
Medical secretaries perform office duties that use their knowledge of medical terms and procedures.
A medical office, like any other office, is a complex operation. Patients come in and out all day. Phones must be answered and appointments made. Doctors and nurses need patient charts and files pulled and re-filed. Charts must be updated and maintained. Office inventory must be monitored and restocked. Bills must be processed. Somebody should be put in charge of all this. This is where medical secretaries come in.
Medical secretaries perform a variety of tasks necessary to run a medical office. One of their main duties is to transcribe dictation. Doctors speak information for patients' charts into tape recorders.

Secretaries then listen to these tapes and type the information into computer files. In the same way, they assist doctors with reports, speeches, and journal articles. This task more than any other requires secretaries to be experts with medical terms.
Medical secretaries record patients' medical histories for charts or referrals. They keep track of and order supplies. Secretaries often organize and store all medical files on the computer. They may print paper copies of some types of files, such as patients' charts.
Medical secretaries use a variety of office equipment to do their work. They make constant use of
personal computers. They use computers to prepare letters and reports and may send these items through e-mail. They also use fax machines and photocopiers.
Many medical secretaries have billing and scheduling duties. They may bill insurance companies and prepare bills for patients. They may interview patients to complete medical histories or insurance forms. They also may schedule patients' appointments. In addition, they may arrange for patients to be hospitalized or referred to other healthcare providers. To perform many of these duties, secretaries must stay informed of insurance rules and hospital and lab procedures.

Other titles and keywords for this career.
Work Activities
The following list of occupational tasks is specific to this career.
•Transcribe doctors' dictation for patients' medical charts and other documents.
•Assist doctors or medical scientists with reports, speeches, and articles.
•Prepare correspondence and transmit by mail or electronic equipment.
•Record medical histories for charts or referrals.
•Keep track of and order medical supplies.
•Maintain files of medical records and correspondence, including paper and computer files.
•Perform other clerical, bookkeeping, and receptionist duties. May answer telephones, order
supplies, schedule patient appointments, and process invoices.
•Bill insurance companies and prepare patients' bills.
•Interview patients to complete insurance and other related forms.
•May arrange for patients to be hospitalized. May refer patients to labs or to other health care
providers.
•Stay informed of medical terminology, insurance rules, and hospital and lab procedures.
People in this career perform the following list of tasks, but the tasks are common to many
occupations.
•Get information needed to do the job.
•Communicate with supervisors, peers, or subordinates.
•Communicate with people from outside the organization.
•Use computers.
•Establish and maintain relationships.
•Assist and care for others.
•Document and record information.
•Organize, plan, and prioritize work.
•Perform administrative tasks.
•Process information.
•Work with the public.
•Make decisions and solve problems.
•Update and use job-related knowledge.
•Monitor events, materials, and surroundings.
•Schedule work and activities.
•Explain the meaning of information to others.
•Coordinate the work and activities of others.
•Resolve conflicts and negotiate with others.
•Evaluate information against standards.
•Identify objects, actions, and events.
Working Conditions
In a typical work setting, people in this career:
Interpersonal Relationships
•?Have a high level of social contact. They work closely with doctors and patients, but also
spend time working alone.
•Sometimes deal with unpleasant, discourteous, or angry people.
•Deal directly with patients, insurance companies, labs, and other health care providers.
•On occasion are placed in conflict situations. Patients may feel they are waiting too long, or
may be confused by insurance paperwork.
•Are moderately responsible for outcomes and results. They help doctor's offices run smoothly
and efficiently, which in turn improves patient care.
Physical Work Conditions
•Are sometimes exposed to disease or infections when interacting with patients.
•Occasionally are exposed to distracting noises. This may be from medical equipment or office
machinery.
•Always work indoors.
Work Performance
•Must be sure that all details of the job are done and their work is exact. Errors could create
serious problems for doctors or patients.
•Repeat the same physical activities, especially typing on keyboards.
Hours/Travel
•May work part time or full time.
Physical Demands
People in this career frequently:
•Sit for long periods of time.
•Use hands to handle, control, or feel objects, tools, or controls.
•Repeat keyboarding movements over and over.
It is important for people in this career to be able to:
•Make fast, simple, repeated movements of fingers, hands, and wrists.
•Speak clearly so listeners can understand.
It is not as important, but still necessary, for people in this career to be able to:
•Recognize and understand the speech of another person.
•See details of objects that are less than a few feet away.
•Use fingers to grasp, move, or assemble very small objects.
•Hold the arm and hand in one position or hold the hand steady while moving the arm.
•Use stomach and lower back muscles to support the body for long periods without getting
tired.
Skills and Abilities
People in this career need to:
Communicate
•Listen to others and ask questions.
•Read and understand work-related materials.
•Understand spoken information.
•Express ideas clearly when speaking or writing.
Reason and Problem Solve
•Follow guidelines to arrange objects or actions in a certain order.
•Understand new information or materials by studying and working with them.
•Concentrate and not be distracted while performing a task.
•Notice when something is wrong or is likely to go wrong.
•Use reasoning to discover answers to problems.
•Combine several pieces of information and draw conclusions.
•Develop rules that group items in various ways.
Manage Oneself, People, Time and Things
•Manage the time of self and others.
•Go back and forth between two or more activities or sources of information without becoming
confused.
Work with People
•Change behavior in relation to others’ actions.
•Teach others how to do something.
•Look for ways to help people.
•Use several methods to learn or teach new things.
•Be aware of others’ reactions and understand the possible causes.
Knowledge
People in this career need knowledge in the following areas:
•Customer and Personal Service: Knowledge of providing special services to customers based
on their needs.
•Clerical: Knowledge of general office work such as filing and recording information.
•English Language: Knowledge of the meaning, spelling, and use of the English language.
•Computers and Electronics: Knowledge of computer hardware and software.
•Telecommunications: Knowledge of the equipment that is used to send messages as electronic impulses. Examples include radio, television, telegraph, and cable.
•Communications and Media: Knowledge of producing, sharing, and delivering information or
entertainment. This may be through written, spoken, or visual media.
Interests
People in this career are people who tend to:
•Consider support from their employer important. They like to be treated fairly and have
supervisors who will back them up. They prefer jobs where they are trained well.
•Consider good working conditions important. They like jobs offering steady employment and good pay. They want employment that fits their individual work style. They may prefer doing a variety of tasks, working alone, or being busy all the time.
•Consider relationships important. They like to work in a friendly, non-competitive environment.
They like to do things for other people. They prefer jobs where they are not pressured to do things that go against their sense of right and wrong.
•Have conventional interests. They like work activities that follow set procedures, routines, and standards. They like to work with data and detail. They prefer working where there is a clear line of authority to follow.
•Have enterprising interests. They like work activities that involve starting up and carrying out projects, especially in business. They like to lead and persuade others, make decisions, and
take risks for profit.
Preparation
To work as a medical secretary, you must:
complete a medical secretary program;
have good keyboarding and computer skills;
have good communication skills; and
have good organizational skills.
Formal Education
You must have at least a high school diploma to become a medical secretary. Most medical secretaries have some formal training beyond high school. Business and vocational schools and community colleges offer one- and two-year programs.
You need basic office skills such as accounting, word processing, filing, and recordkeeping. In addition you need excellent spelling, punctuation, and grammar. In addition, you need to know medical terminology and stenography.
Work Experience
Some people prepare for this occupation through work experience. You can work your way up through clerical jobs at medical offices, learning new skills at each one. Eventually, you have enough knowledge to move into a secretarial position.
On-the-job Training
New graduates may work under the guidance of experienced medical secretaries. You work
independently and on more difficult tasks as you gain knowledge and experience.
Because of the fast changing nature of this field, employers may offer training in the newest office technologies and software.
Helpful High School Courses
If you are interested in this occupation, you should take courses in high school that prepare you to enter college. This typically includes four years of English, three years of math, three years of social studies, and two years of science. Some colleges also require two years of a second language.
Below is a list of high school courses that will help prepare you for this specific occupation. While you do not have to take all of them, you should consider them in course planning. Some of these courses are also available at the technical or college level.
Business
Exploration of Business and Office Careers
Office Procedures
Office Services
Keyboarding
Word Processing
Recordkeeping
Accounting
Notetaking
Shorthand
Office Machines
Introduction to Business
Business Management
Business Work Experience
Computer and Information Sciences
Basic Computer
General Computer Applications
Business Computer Applications
Elective Activities
Office Aide
English Language and Literature
English Composition
Advanced English Composition courses
English Grammar
Business and Applied English
Public Speaking
Health and Safety Education
Safety and First Aid
Healthcare Sciences
Exploration of Healthcare Occupations Careers
Medical and Clerical Assisting
Medical Office
Life and Physical Sciences
Biology
Advanced Biology courses
Anatomy and Physiology
Mathematics
General Math
Consumer Math
Applied Math
Business Math
Social Sciences and History
Consumer Law
Business Law
Social Science
Psychology
Hiring Practices
Most employers prefer medical secretaries who have had specialized training or experience in a
medical field. In addition, most employers require knowledge of word processing and database
management programs. Employers look for applicants who are good at keyboarding. They also look
for people who have good spelling and grammar skills. Employers prefer applicants who have good
people skills. Good judgment and organizational ability are also helpful.
Wages
In Quebec, the median wage for medical secretaries is $14.42 per hour, or $2,499 per month for a full-time worker. Half of all medical secretaries earn between $12.61 and $16.56 per hour, or between $2,186 and $2,870 per month
Nationally, the median wage for medical secretaries is $2,120 per month ($12.23 per hour). Half of all medical secretaries earn between $1,760 and $2,590 per month ($10.14 and $14.94 per hour).
Wages vary widely depending on the medical secretary's skill, experience, and level of education.
Wages also vary in different parts of the country. Earnings are usually lowest in southern cities and highest in northern and western cities. Wages also vary by employer.
Benefits also vary. Most full-time medical secretaries receive typical benefits. These include paid
vacation, sick leave, and health insurance. Many part-time medical secretaries do not receive benefits.
Employment
Nationally, about 30000 medical secretaries work in this medium -sized occupation. Nearly half work in doctors' offices and clinics.
Major employers:
Doctors' offices and clinics
Hospitals
Dentists' offices
Offices of other health practitioners
Similar Careers
Below are similar careers you may be interested in reading about.
File Clerks
Health Information Technicians
Insurance Policy and Claims Clerks
Legal Secretaries
Library Assistants and Bookmobile Drivers
Medical Assistants
Pharmacy Technicians
Telephone Operators
Typists and Word Processors

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