Introduction of Medical Secretary
Their ability to handle many administrative and interpersonal chores calmly and efficiently makes Medical Secretaries an important cog in the healthcare business, allowing for excellent patient treatment.
Similar Job Titles
- Medical Administrative Assistant
- Medical Receptionist
Typical Job Responsibilities for Medical Secretary
What do Medical Secretaries do?
A Medical Secretary would typically need to:
- Perform secretarial responsibilities in support of important medical personnel, utilising a specific understanding of medical terminology and hospital, clinic, or laboratory operations.
- Interact with patients on a regular basis in person, over the phone, and via text messages or emails.
- Schedule and coordinate procedures, check-ups, and consultations so that doctors have enough time for all patients.
- Maintain senior medical staff diaries; monitor waiting lists of patients seeking treatment
- Greet patients and visitors; ask open-ended inquiries; and reiterate responses to demonstrate good knowledge of the needs of the other party.
- Before guiding patients to the right doctor/specialist, ensure that they have completed their intake paperwork, personal and medical histories, and insurance information.
- Prepare and transmit papers such as test requisitions and clinical notes; type letters and reports from an audio recording or shorthand notes;
- Handle official letters on schedule; keep patient records up to date; and gather and send files to other departments.
- Keep medical charts and records on paper and online for convenient access when needed.
- Answer phone calls, provide the necessary information, and direct calls or messages to the appropriate staff member.
- Respond to emails from consultants, pharmacists, patients, and family members of patients.
- Examine medical test samples to ensure they are appropriately tagged and sent out.
- Handle sensitive medical information with caution and in compliance with government privacy laws and regulations.
- Examine the facility’s finances, including payments from patients and insurance as well as payments made by the hospital to outside vendors.
- Complete new patient registration forms; prepare and distribute meeting agendas and notes; reserve meeting venues; and order stationery and other supplies.
Standard Work Environment for Medical Secretary
A Medical Secretary is typically seen working on a computer or phone at the front desk of a healthcare facility. The norm is frequent engagement with patients and their families, as well as healthcare and other administrative employees.
Full-time Medical Secretaries typically work 40 hours a week. Some occupations may require you to work early in the morning, late at night, or on weekends to cover operations and clinics.
According to research, the younger generation values flexible hours and favourable telework regulations more than money. There has been a gradual growth in the number of firms prepared to give promising employees the opportunity to change their schedules based on job demands.
Finding a new job may appear difficult. Medical secretaries can improve their job search by soliciting referrals from their network, contacting employers directly, using job search platforms, attending job fairs, leveraging social media, and contacting staffing agencies. Part-time employment is prevalent, but job-sharing is not. It is also feasible to work from home as a Virtual Medical Secretary.
Medical Secretaries are generally employed by:
- Doctors’ Offices
- General Hospitals
- Outpatient Care Centres
- Cancer Centres
- Accident & Emergency Units
- GP Surgeries
- Health Centres
- Non-Profit (Grantmaking/Fundraising) Organisations
- Insurance Companies
- Scientific Research Facilities
Unions / Professional Organizations
Professional associations and organisations, such as The World Medical Association (WMA), are essential for Medical Secretaries who want to further their professional growth or network with other professionals in their sector or career.
Professional associations offer members numerous forms of continuing education, networking opportunities, and mentorship. Membership in one or more of these organisations adds value to your CV while strengthening your credentials and qualifications.
- Frequent need to do multiple tasks simultaneously and efficiently
- High probability of interaction with scared, confused, and angry patients or their companions
- Effective prioritisation of a heavy workload
- Health issues associated with a sedentary job
- Ability to be the unofficial go-to problem solver in the workplace while taking care of one’s official duties
Suggested Work Experience
Most companies provide on-the-job training to newly recruited or on-probation Medical Secretaries so that they can learn about certain processes and begin working with little supervision to meet the medical facility’s business objectives and expectations.
An introduction to the department, how to use the IT and phone equipment, the processes to follow, and customer care may also be included in the training.
A normal 18-month business administrator advanced apprenticeship can also help you become a Medical Secretary by combining on-the-job learning with the off-the-job study.
While working as a receptionist or administrative assistant in a healthcare setting, you can gain the necessary certifications and be considered for advancement to Medical Secretary. Prior work experience in a secretarial or administrative function for any type of office or sector, even if temporary, would also be valued by future employers.
Summer internships, part-time entry-level work, or short-term paid/volunteer work provide a taste of the work, vital insight into how a firm or institution functions, assist create useful relationships, and boost one’s chances of landing a permanent career.
The experience may also assist you in determining if the public, private, or voluntary sectors are most suited to accomplish your goals. The career services department at your educational provider can provide information about suitable opportunities for work placements, internships, and volunteer work in a variety of areas.
Recommended Qualifications for Medical Secretary
A high school diploma or similar, such as a GED (general education development), is the very minimum academic level required to begin a job as a Medical Secretary.
Employers, on the other hand, frequently require further training in medical administration, medical terminology, word processing, keyboarding, office management, and business writing. A two-year vocational or community college programme that leads to a certificate or diploma will be beneficial.
Some facilities, especially if the role is that of an Executive Medical Secretary, may need an associate’s or bachelor’s degree in medical management.
In high school, concentrate on biology, psychology, sociology, and business courses. English and speech lessons will assist you in improving your research, writing, and oral communication abilities.
Certifications, Licenses and Registration
Although it is not required, prospective Medical Secretaries seek approved accreditation in business administration, medical administration, and organisational management from a reputable and objective body.
Certification normally requires a mix of education, experience, and examination, though criteria vary by location. By including a Code of Ethics, successful certification programmes defend the public welfare.
Your certification selection will ensure that you understand medical regulations, office and insurance procedures, organisational planning, and sophisticated communication.
You will gain knowledge in record keeping, business documentation and writing, as well as event and project management.
The training also includes technology and information, business operations, advanced administration, and team skills, which assist potential Medical Secretaries to stand out in a competitive employment market and boost their prospects of promotion.
An employment background check may be required, which includes, but is not limited to, a person’s job history, schooling, credit history, motor vehicle records (MVRs), criminal record, medical history, usage of social media, and drug screening.
Projected Career Map
Medical Secretaries advance in their careers through performance, experience, and the acquisition of professional certifications. They may become Executive Medical Secretaries, Administration Managers, Office Managers, or GP Practise Managers.
Senior medical secretarial or junior managerial positions may be available in larger healthcare organisations. It is also feasible to work as a Personal Assistant to the facility’s director.
A growing number of millennials are opting to job hop and build a scattershot resume that demonstrates ambition, enthusiasm, and a willingness to master a wide range of skills in order to expedite their career progress and personal development.
Studies show that job hopping, which was formerly considered a “flaky” activity, might lead to increased work satisfaction. Employees looking for a healthy culture and fascinating work are eager to try out different roles and settings while learning vital, transferrable skills.
Candidates with an official medical secretary qualification, certification in business administration and organisational management, and extensive work experience have the best job prospects.
Beneficial Professional Development
Continuing professional development (CPD) will assist an active Medical Secretary in developing personal skills and proficiency through work-based learning, professional activity, and participation in professional organisations.
Whether traditional schooling or self-directed learning is used. Furthermore, CPD allows for the ongoing renewal of coveted certificates.
Individuals who are interested in gaining critical management abilities that may be utilised in a variety of work scenarios might pursue an advanced diploma in primary care management. A suitable bachelor’s degree qualifies you for opportunities as an Executive Medical Secretary.
Online learning platforms, vocational schools, universities, and certification providers can all assist you in your search for improved job chances in the healthcare field.
Conclusion for Medical Secretary
Individuals who can keep up with the speed and perform the numerous responsibilities that make up a typical workday will find enormous satisfaction working as a Medical Secretary who ensures the health centre runs well.
Advice from the Wise
Use the questions when, what, how, and why wisely to enable proper patient treatment, reduce medical errors, save time, improve communication with colleagues and patients, and maintain patient safety.
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