Medical Secretaries

Career summary

Medical secretaries who work in hospitals may be called unit clerks or secretaries.

Medical secretaries answer phones, schedule patients, and greet people who come into the office. They prepare reports, invoices, financial statements, and letters.

Some medical secretaries transcribe recordings of doctor's notes into patient's medical record. Secretaries must understand medical terminology.

Medical secretaries can also take simple medical histories. They talk to patients, gather information, and record it in the patient's chart.

Many medical secretaries have billing and scheduling duties. They may bill insurance companies and prepare bills for patients. If a patient needs to be hospitalized, medical secretaries make arrangements for admission. They also arrange to refer a patient to another health care provider.

They keep track of and order supplies. Secretaries often organize and store all medical files on the computer.

Related careers

This career is part of the Health Science cluster of careers.

Related careers include:

• File Clerks
• General Office Clerks
• Health Information Technicians
• Human Resources Assistants
• Insurance Policy and Claims Clerks
• Legal Secretaries
• Medical Assistants
• Medical Coders and Billers
• Medical Transcriptionists
• Receptionists

Job duties

Task list

The following list of tasks is specific to medical secretaries.

• Answer phones and direct calls to appropriate staff.
• 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, fax, or e-mail.
• 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 order supplies, schedule patient appointments, and process invoices.
• Bill insurance companies and prepare patients' bills.
• Interview patients to complete insurance and other related forms.
• Stay informed of medical terminology, insurance rules, and hospital and lab procedures.
• May arrange for patients to be hospitalized. May refer patients to labs or to other health care providers.
• Greet visitors and patients. Determine the reason for the visit.

Common work activities

Medical secretaries perform the following tasks. These tasks are common to many careers.

• Use computers
• Get information needed to do the job
• Document and record information
• Organize, plan, and prioritize work
• Process information
• Perform administrative tasks
• Communicate with supervisors, peers, or subordinates
• Schedule work and activities
• Update and use job-related knowledge
• Communicate with people outside the organization
• Identify objects, actions, and events
• Assist and care for others
• Establish and maintain relationships
• Make decisions and solve problems
• Perform for or work with the public
• Coordinate the work and activities of others
• Analyze data or information
• Monitor events, materials, and surroundings
• Explain the meaning of information to others
• Evaluate information against standards

Work requirements

Working conditions

In a typical work setting, medical secretaries:

Interpersonal relationships

• Have a high level of social contact. They work closely with doctors and patients, but also spend time working alone.
• Communicate by telephone, e-mail, and in person on a daily basis. They also use letters and memos, but less often.
• 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.
• Are somewhat responsible for the health and safety of others.
• Usually work as part of a team.

Physical work conditions

• Are sometimes exposed to disease or infections when interacting with patients.
• Always work indoors.
• Work near others. They often share the same office space with other personnel.
• May work in a noisy or distracting environment.

Work performance

• Must be sure their work is exact. Errors could create serious problems for doctors or patients.
• Make decisions that affect patients and other employees on a weekly basis. They make some decisions without talking to a supervisor, but often consult a doctor or nurse first.
• Set most of their daily tasks and goals without talking to a supervisor first.
• Abide by strict weekly deadlines.
• Repeat the same physical activities, especially typing on keyboards.

Hours/travel

• May work part time or full time. Most work full time.
• Generally work a set schedule.

Physical demands

Medical secretaries frequently:

• Sit for long periods of time.
• Repeat the same movements.
• Use their hands to handle, control, or feel objects, tools, or controls.

It is important for medical secretaries to be able to:

• Understand the speech of another person.
• Speak clearly so listeners can understand.
• See details of objects that are less than a few feet away.

It is not as important, but still necessary, for medical secretaries to be able to:

• Use fingers to grasp, move, or assemble very small objects.
• See details of objects that are more than a few feet away.
• See differences between colors, shades, and brightness.
• Focus on one source of sound and ignore others.
• Make quick, precise adjustments to machine controls.
• Hold the arm and hand in one position or hold the hand steady while moving the arm.
• Use one or two hands to grasp, move, or assemble objects.

Skills and abilities

Medical secretaries need to:

Communicate

• Understand spoken information.
• Listen to others and ask questions.
• Speak clearly so listeners can understand.
• Understand written information.
• Read and understand work-related materials.
• Write clearly so other people can understand.

Reason and problem solve

• Analyze ideas and use logic to determine their strengths and weaknesses.
• Combine several pieces of information and draw conclusions.
• Use reasoning to discover answers to problems.
• Concentrate and not be distracted while performing a task.
• Recognize the nature of a problem.
• Notice when something is wrong or is likely to go wrong.
• Follow guidelines to arrange objects or actions in a certain order.

Manage oneself, people, time, and things

• Manage the time of self and others.
• Check how well one is learning or doing something.
• Go back and forth between two or more activities or sources of information without becoming confused.

Work with people

• Look for ways to help people.
• Change behavior in relation to others' actions.
• Be aware of others' reactions and understand the possible causes.

Education and training

Educational programs

The programs of study listed below will help you prepare for the occupation or career cluster you are exploring.

Programs of study directly related to this occupation

• Medical Billing and Coding
• Medical Office Support
• Medical Secretarial Studies

Other programs of study to consider

• Administrative Assistant and Secretarial Science
• Health Records Technology
• Medical Assisting
• Medical Office Management
• Medical Transcription

Training

To work as a medical secretary, you typically need to:

• have a high school diploma or equivalent; and
• complete moderate-term, on-the-job training.

Education after high school

You must have at least a high school diploma to become a medical secretary. Some medical secretaries have some formal training beyond high school. Professional-technical schools and community colleges offer one- and two-year programs. In general, you receive a certificate when you complete the one-year program. You get an associate degree when you complete the two-year program.

You need basic office skills such as accounting, word processing, filing, and recordkeeping. In addition you need excellent spelling, punctuation, and grammar. You also 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

Most medical secretaries learn their skills on the job. You may work under the guidance of an experienced medical secretary. You work independently and on more difficult tasks as you gain knowledge and experience. Training generally lasts a few months.

Because of the fast changing nature of this field, employers may offer training in the newest office technologies and software.

Helpful high school courses

In high school, take classes that prepare you for college. A college preparatory curriculum may be different from your state's graduation requirements.

You should also consider taking some advanced courses in high school. This includes Advanced Placement (AP) and International Baccalaureate (IB) courses if they are available in your school. If you do well in these courses, you may receive college credit for them. Advanced courses can also strengthen your college application.

Helpful electives to take in high school that prepare you for this career include:

• Accounting
• Computer Applications
• Medical Office
• Office Procedures

The courses listed above are meant to help you create your high school plan. If you have not already done so, talk to a school counselor or parent about the courses you are considering taking.

You should also check with a teacher or counselor to see if work-based learning opportunities are available in your school and community. These might include field trips, job shadowing, internships, and actual work experience. The goal of these activities is to help you connect your school experiences with real-life work.

Join some groups, try some hobbies, or volunteer with an organization that interests you. By participating in activities you can have fun, make new friends, and learn about yourself. Maybe one of them will help direct you to a future career. Here are examples of activities and groups that may be available in your high school or community.

Things to know

Many 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.

Tips

Volunteer experience can be helpful. Courses in medical terminology are essential. AIDS training is important. Take continuing education classes to keep up to date on new procedures and other changes in the field.

Costs to workers

Workers may have to purchase uniforms. Other costs may include dues in a professional association, tuition for classes, continuing education, or seminars to keep up with changes in the field, and reference books.

Job listings

Listed below are links to job categories from the National Labor Exchange that relate to this career. Once you get a list of jobs, you can view information about individual jobs and find out how to apply. If your job search finds too many openings, or if you wish to search for jobs outside of Washington, you will need to refine your search.

• Medical Secretaries 

To get a listing of current jobs from the WorkSource system, go to the WorkSource website .

Wages

Wages vary widely depending on the medical secretary's skill, experience, and level of education. Wages also vary by area of the country. 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 and outlook

Washington outlook

The table below provides information about the number of workers in this career in various regions. It also provides information about the expected growth rate and future job openings.

National employment

About half of all medical secretaries work in doctors' and dentists' offices.

Major employers:

• Doctors' offices and clinics
• Hospitals
• Dentists' offices
• Offices of other health practitioners

National outlook

Demand for this occupation will significantly increase. More people have access to health care and will be seeking services. Also the increase in the aging population means more people will seek medical care. This increases the demand for medical secretaries. Automation may slow some of the growth. Medical assistants are doing some of the duties once done by secretaries.

Job prospects will remain excellent. Job prospects are best for those with formal training and experience.

Other resources

Health Occupation Students of America 
548 Silicon Drive, Suite 101
Southlake, TX 76092
800.321.HOSA

Professional Association of Healthcare Office Management 
1576 Bella Cruz Drive, Suite 360
Lady Lake, FL 32159

References

Career cluster

• Health Science

Career path

• Conventional (Business Operations)

O*Net  occupation

• Medical Secretaries (43-6013.00) 

O*Net job zone 

• Job Zone 3 - Medium preparation needed. Previous work-related skill, knowledge, or experience is required for these occupations.

DOT occupation

• Medical Secretary (201.362-014) 

Holland occupational clusters

• Conventional/Social/Enterprising
• Conventional/Social/Investigative

COPSystem

• Clerical