Medical Secretary Job Description: Top Duties and Requirements

A Medical Secretary, or Medical Receptionist, provides front-of-office support to a Doctor’s practice or other small medical facilities. Their duties include welcoming patients when they arrive, dealing with paperwork, and maintaining schedules and appointments.

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Medical Secretary duties and responsibilities

A Medical Secretary is responsible for ensuring all phone calls to the practice are answered promptly and professionally. They also run the front desk, which involves responding to questions from patients, staff, and members of the public. Other important duties in the role include:

  • Noting a patient’s personal information on the appropriate form and filing it safely
  • Maintaining an organized filing system so that documents can easily be accessed when needed
  • Scheduling patient appointments for the Physicians or Nurses
  • Arranging follow-up appointments when a patient leaves
  • Noting appointment cancellations or changes, and informing the appropriate healthcare professional
  • Taking payments when necessary, and recording these in financial records
  • Performing other administrative tasks such as printing out letters and opening or sorting through the mail
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Medical Secretary Job Description Examples:


Example 1

The Brunswick Medical Center is currently recruiting a medical secretary to join our dynamic medical team. The medical secretary will greet and register patients for appointments with physicians and/or professionals according to established rules and processes in order to provide outstanding customer service and work as a team to meet departmental objectives. *Duties include: * * Greet all visitors presenting themselves at the clinic and answer their inquiries or field them to proper personnel; * Provide information on the services offered at the clinic by telephone or in-person; * Orient and educate patients by explaining the clinic functioning; * Monitor delivery of care by fielding phone calls, scheduling appointments, coordinating appointments with other care providers; * Responding to various inquiries from patient and physicians; * Ensure results are communicated to the patients; * Prepare invoices and collect payments for services rendered; * Maintain patient care database by entering new and accurate information as it becomes available; * Respect patients by recognizing their rights and maintaining * Maintain quality service by establishing and enforcing organization standards; *Personal * Relationship building skills; * Strong organizational and time management skills; * Excellent customer service; * Strong attention to detail; * Able to handle a face pace environment; * Efficient, courteous, and professional; * Excellent telephone skills; *Skills and qualifications: * * Secondary school education (DES); * Bilingual English and French; * Good knowledge of MS Office (Word, Excel), Internet, Outlook; * Knowledge of medical terminology (an asset); * A minimum of 2 years of previous experience is required; Job Types: Full-time, Permanent Benefits: * Dental care * Disability insurance * Extended health care * Life insurance * On-site gym * Vision care Schedule: * 8 hour shift * Monday to Friday Work remotely: * No

Example 2

*Swingle Clinic *is one of the leading clinics providing neurotherapeutic treatments in North America. We are conveniently located downtown in beautiful Vancouver, British Columbia. To succeed in this role, you will need to have 2 or more years of administrative experience and excellent customer service skills. We are looking for a positive and versatile person that can handle a variety of tasks in a fast paced environment. This position may be for you if: * You enjoy working with people * You have excellent organizational and communication skills * You’re interested in health care and the medical field *Qualifications* To succeed in this role you will need to apply the following skills/experience: * 2 or more years of administrative reception experience in a Medical, Psychology or Psychiatry Office. * Excellent English verbal and written communication skills * Experience with EHR or computerized booking / billing systems * Highly organized and efficient * Advanced typing speed * Advanced Microsoft Office proficiency * Adaptability and quick to learn new terminology related to our practice * Outstanding client service skills * Ability to multi-task * Billing reconciliation *Mission and Core Values* At the Swingle Clinic, we pride ourselves for being able to provide a full range of psychological services. We are constantly evolving and dedicated to the development and utilization of the most effective therapies to heal and improve health and wellbeing. It is our belief that all clients of the Swingle Clinic have the right to maximize their potential, to participate to the fullest extent in the decisions that affect them, and the right to necessary resources to augment the quality of their life and work life. *Preferred: * * Social Media management (Facebook, Yelp, RateMD, Twitter) * Technical troubleshooting Machines) * Organize public speaking events * WordPress or other CMS/Website skills Job Types: Full-time, Permanent Salary: per year Benefits: * Dental care * Extended health care * Vision care Schedule: * 8 hour shift * Weekend availability Work remotely: * No

Example 3

*Hamilton URBAN CORE Community Health Centre* Strong Core, Healthier Lives *Receptionist/Secretary* _Four Months Contract Position Available_ Hamilton Urban Core is a thriving inner city health centre and a leader in the provision of high quality primary health services and health promotion programs. Our comprehensive health services are delivered through a dynamic team of , inter-professional health providers. As an inner city health centre our client populations include individuals and families with chronic and complex health and social conditions, many of who are living in poverty. The Medical Secretary is a member of the health care team providing services to members of the community. The Medical Secretary provides reception, clerical and administrative support functions and operates and maintains appointment, chart and document management systems. The Medical Secretary serves as a champion of the Hamilton Urban Core’s mission and vision and works in a manner that is consistent with the Centre’s values, beliefs, core competencies and commitment to quality in service. The Medical Secretary is an essential member of the client-centered, inter-professional, team of health providers at Hamilton Urban Core. The Medical Secretary will work with other members of the Centre’s teams to effectively and efficiently serve clients and communities using responsive and innovative approaches to services and service delivery framed by health equity and the social determinants of health. The Medical Secretary is a member of the Administration Team, is accountable to the team and reports to the Administration Team Leader. Overall accountability is to the Executive Director. The successful candidate should have: · Preferably 2 to 5 years medical office administration experience, preferably in a community health and/or community-based setting · Strong verbal and written communication skills. Good customer relations skills . Medical secretary certificate or equivalent work experience . Familiarity with medical terminology · Experience with switchboard and/or multi-line telephone system · Experience working in a computerized environment and with computer software applications and electronic records management including Microsoft Office and Practice Solutions (Electronic Medical Record) . Excellent interpersonal, oral and written communication skills, ability to maintain a high degree of ability to manage multiple task and work well under tight timelines, strong organizational skills and attention to detail · Commitment to the anti-racism, anti-oppression and equity principles at Hamilton Urban Core · Relevant education and experience · Experience updating websites and social media platforms Interested individuals should forward *a resume and cover letter* by *Tuesday, November 30, [phone number]at 5:00 pm* to: *Hiring Committee: Medical Secretary* Hamilton Urban Core Community Health Centre 71 Rebecca Street Hamilton, Ontario L8R 1B6 Fax: 905-522-[phone number]Email: listed below _Hamilton Urban Core is committed to equity in employment._ Application deadline: [phone number]11-30 Contract length: 4 months Application deadline: [phone number]11-30 Job Types: Full-time, Temporary, Contract Salary: From $1.00 per year Benefits: * Extended health care * RRSP match Schedule: * Monday to Friday Work remotely: * No

Example 4

*ABOUT THE Position* We are looking for a full time Medical Secretary to support a busy ophthalmology practice in Charlottetown, PEI. The position requires a professional medical secretary that is personable and adapts well to a variety of situations while working in a fast-paced, busy environment. * Managing daily office activities including, but not limited to, appointment scheduling (office visits, testing, operations, etc.), telephone reception, checking in patients, and multiple other tasks related to patient care. * Assisting with other duties related to office management *Qualities WE ARE Searching FOR* * Professional work ethic, ensuring confidentiality of patient records and medical information. * Proficiency with computers and experience with an electronic health record and booking software * Proven ability to multi-task * History of effective and appropriate communication skills with patients, other staff members and physicians. All applications will be considered but preference will be given to those with: * Completion of a medical secretary course * Experience working as a medical secretary * Experience working in an eye related field *Compensation* Compensation is negotiable but will range between $18-20/hour depending on qualifications such as experience in healthcare or experience in an eye related field. * Vacation & paid time off Job Types: Full-time, Permanent Salary: $18.00-$20.00 per hour Job Types: Full-time, Permanent Salary: $18.00-$20.00 per hour Benefits: * Paid time off Schedule: * 8 hour shift * Monday to Friday COVID-19 considerations: All staff and patients are required to wear masks. All communal surfaces are wiped with antibacterial disinfectants between patients. Work remotely: * No

What does a Medical Secretary do?

A Medical Secretary is the first point of contact for a patient when they arrive. They greet patients and provide them with forms to fill out before seeing a Health Care Professional. They also file patient documents in a safe and secure location. The role involves coordinating appointments and treatment with other medical facilities when appropriate. Additionally, if any treatment or service received by the patient must be paid for, the Medical Secretary processes these payments.

Medical Secretary skills and qualifications

Candidates are required to have a high school diploma or equivalent for the role. Candidates also gain an advantage if have previous administrative experience in an office setting. Other essential skills for a Medical Secretary may include:

  • Excellent organizational skills and attention to detail to maintain accurate records
  • Friendly and relaxed style of communication both in-person and on the phone
  • Good knowledge of medical terminology so they can respond appropriately to requests from health care professionals and patients
  • Ability to organize and maintain a filing system containing all relevant patient information
  • Ability to use computer software programs, such as MS Office, to update electronic records and appointment calendars

Medical Secretary experience requirements

Candidates are preferred to have previous work experience in a medical office, such as being a Medical Office Assistant. In some cases, an application who can demonstrate strong administrative skills in a different field will be hired as a Medical Secretary. Alternatively, you may look for a Medical Secretary with several years of experience in the role. 

Medical Secretary education and training requirements

Candidates must have achieved a high school diploma or equivalent to be considered for the role. Some candidates will have a post-secondary qualification from a college in office administration or secretarial studies, but these qualifications are not a requirement. 

Candidates may have completed an online diploma that is meant to train people without previous experience in the medical field in the use of medical terminology and basic administrative procedures. These candidates may be suitable for entry-level roles where you provide further training on the job. 

Medical Secretary salary expectations

According to Indeed Salaries, a Medical Secretary earns on average $20.70 per hour in Canada. This can vary depending on the specific responsibilities of the job, the size of the medical facility, and the experience of the Medical Secretary.

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Medical Secretary job description FAQs

How can you make your Medical Secretary job description stand out?

Give a clear description of the duties and responsibilities expected of the candidate so they gain an idea of how the medical facility operates. You should also include the level of experience and knowledge you would like applicants to have so potential candidates know whether they should apply. A strong job description will also include some information about the services offered by the medical facility to give applicants a sense of where they will be working and the types of patients they’ll be dealing with.

Where do Medical Secretaries usually work?

This position is found most often in a Doctor’s practice or office. Medical Secretaries may also be employed in laboratories, universities, hospitals, or clinics. Duties of the Medical Secretary may vary slightly depending on the setting. For example, a Medical Secretary in a small Doctor’s practice will spend a lot of time greeting patients and providing front-of-office support, whereas someone in a larger institution may have to handle much more paperwork.

What should you look for in a Medical Secretary resume?

The candidate should include both their educational background and relevant work experience, such as previous administrative roles in a medical setting. They should also indicate some familiarity with medical terminology, obtained from a previous job or professional qualification. Soft skills like organization, reliability, and accuracy are important for the position, so try to identify examples in the resume that show the candidate possesses these traits.

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