Summary Report for:
43-6013.00 - Medical Secretaries
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.
Sample of reported job titles: Admissions Coordinator, Billing Coordinator, Health Unit Coordinator, Medical Office Specialist, Medical Secretary, Patient Coordinator, Physician Office Specialist, Unit Secretary, Unit Support Representative, Ward Clerk
Tasks | Tools & Technology | Knowledge | Skills | Abilities | Work Activities | Detailed Work Activities | Work Context | Job Zone | Education | Credentials | Interests | Work Styles | Work Values | Related Occupations | Wages & Employment | Job Openings | Additional Information
- 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.
Tools & Technology
Tools used in this occupation:
- Desktop computers
- Dictation machines — Dictaphones
- Hospital intercom systems — Hospital intercom equipment
- Laser fax machine — Laser facsimile machines
- Laser printers
- Magnetic stripe readers and encoders — Credit card processing machines
- Notebook computers — Laptop computers
- Personal computers
- Photocopiers — Photocopying equipment
- Premise branch exchange PBX systems — Switchboards
- Special purpose telephones — Multi-line telephone systems
Technology used in this occupation:
- Accounting software — Accounts payable software; Allscripts Professional PM; Billing software; Intuit QuickBooks software (see all 5 examples)
- Calendar and scheduling software — IDX Groupcast; Scheduling software
- Data base user interface and query software — Database software; dBASE Plus; Microsoft Access
- Desktop publishing software
- Electronic mail software — Email software; Microsoft Outlook
- Graphics or photo imaging software — Graphics software
- Internet browser software — Microsoft Internet Explorer; Web browser software
- Medical software — Epic software; Henry Schein Dentrix software; NaviMedix NaviNet; Wisconsin Physicians Service Insurance CMS Secure Net Access Portal C-SNAP (see all 16 examples)
- Office suite software — Microsoft Office software
- Point of sale POS software — Intuit QuickBooks Point of Sale
- Presentation software — Microsoft PowerPoint
- Spreadsheet software — Microsoft Excel
- Word processing software — Addressing software; Corel WordPerfect software; Microsoft Word
- 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.
- Computers and Electronics — Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
- Administration and Management — Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
- 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.
- Coordination — Adjusting actions in relation to others' actions.
- Social Perceptiveness — Being aware of others' reactions and understanding why they react as they do.
- Time Management — Managing one's own time and the time of others.
- Writing — Communicating effectively in writing as appropriate for the needs of the audience.
- Complex Problem Solving — Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
- Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
- Monitoring — Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
- Oral Comprehension — The ability to listen to and understand information and ideas presented through spoken words and sentences.
- Oral Expression — The ability to communicate information and ideas in speaking so others will understand.
- Speech Clarity — The ability to speak clearly so others can understand you.
- Speech Recognition — The ability to identify and understand the speech of another person.
- Written Comprehension — The ability to read and understand information and ideas presented in writing.
- Near Vision — The ability to see details at close range (within a few feet of the observer).
- Written Expression — The ability to communicate information and ideas in writing so others will understand.
- Deductive Reasoning — The ability to apply general rules to specific problems to produce answers that make sense.
- Inductive Reasoning — The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
- Information Ordering — The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
- Problem Sensitivity — The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
- Selective Attention — The ability to concentrate on a task over a period of time without being distracted.
- Time Sharing — The ability to shift back and forth between two or more activities or sources of information (such as speech, sounds, touch, or other sources).
- 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.
- Communicating with Persons Outside Organization — Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
- Updating and Using Relevant Knowledge — Keeping up-to-date technically and applying new knowledge to your job.
- Identifying Objects, Actions, and Events — Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
- Assisting and Caring for Others — Providing personal assistance, medical attention, emotional support, or other personal care to others such as coworkers, customers, or patients.
- Establishing and Maintaining Interpersonal Relationships — Developing constructive and cooperative working relationships with others, and maintaining them over time.
- Making Decisions and Solving Problems — Analyzing information and evaluating results to choose the best solution and solve problems.
- Performing for or Working Directly with the Public — Performing for people or dealing directly with the public. This includes serving customers in restaurants and stores, and receiving clients or guests.
- Coordinating the Work and Activities of Others — Getting members of a group to work together to accomplish tasks.
- Analyzing Data or Information — Identifying the underlying principles, reasons, or facts of information by breaking down information or data into separate parts.
- Monitor Processes, Materials, or Surroundings — Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.
- Interpreting the Meaning of Information for Others — Translating or explaining what information means and how it can be used.
- Evaluating Information to Determine Compliance with Standards — Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.
Detailed Work Activities
- Collect deposits, payments or fees.
- Maintain medical records.
- Answer telephones to direct calls or provide information.
- Greet customers, patrons, or visitors.
- Order materials, supplies, or equipment.
- Schedule appointments.
- Compile data or documentation.
- Maintain financial or account records.
- Operate computers or computerized equipment.
- Operate office equipment.
- Interview employees, customers, or others to collect information.
- Send information, materials or documentation.
- Prepare documentation for contracts, transactions, or regulatory compliance.
- Relay information between personnel.
- Refer customers to appropriate personnel.
- Prepare business correspondence.
- Transcribe spoken or written information.
- Contact With Others — 99% responded “Constant contact with others.”
- Telephone — 93% responded “Every day.”
- Work With Work Group or Team — 83% responded “Extremely important.”
- Face-to-Face Discussions — 79% responded “Every day.”
- Importance of Being Exact or Accurate — 65% responded “Extremely important.”
- Electronic Mail — 82% responded “Every day.”
- Indoors, Environmentally Controlled — 86% responded “Every day.”
- Structured versus Unstructured Work — 48% responded “A lot of freedom.”
- Spend Time Sitting — 55% responded “Continually or almost continually.”
- Importance of Repeating Same Tasks — 41% responded “Extremely important.”
- Coordinate or Lead Others — 45% responded “Extremely important.”
- Frequency of Decision Making — 63% responded “Every day.”
- Deal With External Customers — 65% responded “Extremely important.”
- Letters and Memos — 51% responded “Every day.”
- Time Pressure — 40% responded “Every day.”
- Impact of Decisions on Co-workers or Company Results — 38% responded “Very important results.”
- Physical Proximity — 40% responded “Moderately close (at arm's length).”
- Spend Time Making Repetitive Motions — 41% responded “Continually or almost continually.”
- Freedom to Make Decisions — 33% responded “Some freedom.”
- Deal With Unpleasant or Angry People — 33% responded “Once a week or more but not every day.”
- Frequency of Conflict Situations — 38% responded “Once a week or more but not every day.”
- Exposed to Disease or Infections — 35% responded “Every day.”
- Sounds, Noise Levels Are Distracting or Uncomfortable — 37% responded “Every day.”
- Responsibility for Outcomes and Results — 40% responded “Moderate responsibility.”
- Spend Time Using Your Hands to Handle, Control, or Feel Objects, Tools, or Controls — 37% responded “Continually or almost continually.”
|Title||Job Zone Three: Medium Preparation Needed|
|Education||Most occupations in this zone require training in vocational schools, related on-the-job experience, or an associate's degree.|
|Related Experience||Previous work-related skill, knowledge, or experience is required for these occupations. For example, an electrician must have completed three or four years of apprenticeship or several years of vocational training, and often must have passed a licensing exam, in order to perform the job.|
|Job Training||Employees in these occupations usually need one or two years of training involving both on-the-job experience and informal training with experienced workers. A recognized apprenticeship program may be associated with these occupations.|
|Job Zone Examples||These occupations usually involve using communication and organizational skills to coordinate, supervise, manage, or train others to accomplish goals. Examples include food service managers, electricians, agricultural technicians, legal secretaries, occupational therapy assistants, and medical assistants.|
|SVP Range||(6.0 to < 7.0)|
Percentage of Respondents
|Education Level Required|
|41||Some college, no degree|
|37||High school diploma or equivalent|
Interest code: CS
- Conventional — Conventional occupations frequently involve following set procedures and routines. These occupations can include working with data and details more than with ideas. Usually there is a clear line of authority to follow.
- Social — Social occupations frequently involve working with, communicating with, and teaching people. These occupations often involve helping or providing service to others.
- Attention to Detail — Job requires being careful about detail and thorough in completing work tasks.
- Integrity — Job requires being honest and ethical.
- Cooperation — Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
- Dependability — Job requires being reliable, responsible, and dependable, and fulfilling obligations.
- Self Control — Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
- Concern for Others — Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.
- Stress Tolerance — Job requires accepting criticism and dealing calmly and effectively with high stress situations.
- Adaptability/Flexibility — Job requires being open to change (positive or negative) and to considerable variety in the workplace.
- Independence — Job requires developing one's own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.
- Achievement/Effort — Job requires establishing and maintaining personally challenging achievement goals and exerting effort toward mastering tasks.
- Initiative — Job requires a willingness to take on responsibilities and challenges.
- Social Orientation — Job requires preferring to work with others rather than alone, and being personally connected with others on the job.
- Analytical Thinking — Job requires analyzing information and using logic to address work-related issues and problems.
- Persistence — Job requires persistence in the face of obstacles.
- Innovation — Job requires creativity and alternative thinking to develop new ideas for and answers to work-related problems.
- Leadership — Job requires a willingness to lead, take charge, and offer opinions and direction.
- Relationships — Occupations that satisfy this work value allow employees to provide service to others and work with co-workers in a friendly non-competitive environment. Corresponding needs are Co-workers, Moral Values and Social Service.
- Support — Occupations that satisfy this work value offer supportive management that stands behind employees. Corresponding needs are Company Policies, Supervision: Human Relations and Supervision: Technical.
- Working Conditions — Occupations that satisfy this work value offer job security and good working conditions. Corresponding needs are Activity, Compensation, Independence, Security, Variety and Working Conditions.
Wages & Employment Trends
|Median wages (2014)||$15.50 hourly, $32,240 annual|
|Employment (2012)||526,000 employees|
|Projected growth (2012-2022)||Much faster than average (22% or higher)|
|Projected job openings (2012-2022)||252,500|
|Top industries (2012)|
Source: Bureau of Labor Statistics 2014 wage data and 2012-2022 employment projections . "Projected growth" represents the estimated change in total employment over the projections period (2012-2022). "Projected job openings" represent openings due to growth and replacement.
Job Openings on the Web
Sources of Additional Information
Disclaimer: Sources are listed to provide additional information on related jobs, specialties, and/or industries. Links to non-DOL Internet sites are provided for your convenience and do not constitute an endorsement.
- Secretaries and Administrative Assistants . Bureau of Labor Statistics, U.S. Department of Labor. Occupational Outlook Handbook, 2014-15 Edition.