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Medical Secretary Job Description

medical secretary job description

Are you searching for a secretarial role where you can put your medical knowledge to good use?

If so, a medical secretary job could be perfect for you. This role typically combines general secretarial duties with interacting with patients and healthcare professionals.

You need to have a keen eye for detail and be able to prepare reports to do this job. As you can imagine, typing quickly and accurately forms a major part of this role.

If you want to know if this could be the right career move, check out my in-depth…

Medical Secretary Job Description

A job description for this role should begin by giving you an overview of the place of work. This should include the type of medical facility you would work for and the typical patients you would deal with. There should also be details of the type of contract, the people you would work with, and the base salary.

The job description should give full details of the main tasks you would be charged with regularly. There will be details of the education, experience, and training you need to complete to do this job. The hiring manager may also include details of the skills and attributes they hope to find in the right candidate.

Duties And Responsibilities

Your daily duties will usually be determined by the type of medical institution you work for. However, there are certain tasks that go hand-in-hand with this role. So, here are the main duties and responsibilities you will need to understand and master.

Performing Receptionist Tasks

You will need to perform standard secretarial duties such as answering the phone, photocopying, and sending faxes. Other tasks along these lines include opening the mail and ordering medical supplies for different departments. You will also be charged with greeting patients and their families and making them feel welcome.

Managing Patient Appointments

Patients are likely to make appointments in person, over the phone, and via email. You need to keep careful records of patient appointments and find the best possible appointment times. Enter all patient information into the medical database and make sure it remains secure.

Maintaining Patient Records

You need to make sure that the records of each patient are up to date and complete at all times. This includes entering new notes in the records after patients have completed their appointment. You will also be charged with forwarding patient records to the relevant medical staff on request.

Processing Patient Orders

You will need to handle patient orders for different types of medical procedures. It is important to make sure these orders are received by the correct medical department at the right time. All patient orders have to be recorded in patient files in detail as soon as possible.

Skills And Attributes

You need to have strong computer skills and an understanding of medical terms to do this job. There are also certain soft skills that will help you perform your tasks more effectively. Here are the key skills and attributes that you should have to do this job successfully.

Verbal communication

You need to be able to explain complex medical information clearly and concisely. Have a clear and professional telephone manner. You also need to have excellent written skills to communicate with patients and insurance companies.

Active listening

It is essential to be able to listen well to patients and medical personnel. In some cases, you are likely to be given rather precise and complicated instructions. You need to be able to listen well to the instructions and ask insightful questions if necessary.

Interpersonal skills

You need to be able to understand body language and have persuasion skills. Be well presented at all times as well as polite and friendly.

Organizational skills

It is essential to keep records, files, and other documents perfectly organized. This may include designing a special filing system for certain types of documents. When requested, you need to be able to locate and provide certain records and documents immediately.

Customer service

It is important to be able to put patients at ease, especially when they are feeling nervous. You should be able to answer any questions patients may have in a clear and simple way. Be ready to go the extra mile to make sure patients are comfortable.


It is important to establish a good working relationship with all medical staff. When given a task, the medical staff need to be sure that it will get done. You may occasionally need to assist medical staff to make sure their tasks are completed within a set time.


You are likely to be charged with a large number of different tasks within a single day. When new patients arrive, you need to be able to pause your tasks and take care of their needs. While working on records, it is essential to maintain accuracy even when you stop to answer the phone.

Education And Training

It is possible to secure this role once you have gained a high school diploma. You will receive training in medical billing and health record management software when you secure this role. However, there are certain ways you can gain additional skills and experience to advance your career.


Working as an intern at a medical institute for a few months is a great way to gain the necessary experience. This will teach you basic skills such as data entry as well as medical terminology. If you excel in your work as an intern, you could be offered a full-time position at the medical institution.


The International Association of Administrative Professionals offers special certification for medical secretaries. This includes Organizational Management certification and the Certified Administrative Professional. In order to get certified, you will need to complete set coursework and pass a written exam.


You can take your Medical Secretary career to the next level by gaining a bachelor’s degree. There are several different degrees you can choose, depending on the area you want to focus on. Once you have earned your degree, you can advance to the role of executive medical secretary.

The Working Environment

This role usually takes place in a medical institution. This can range from a major hospital to a private clinic. You need to be prepared to work in a fast-paced environment and handle various tasks simultaneously.

The hours and shift patterns you are assigned will be dictated by where you work. If you work in a large hospital, you may be required to work a range of different shift patterns. These can include late at night, at weekends, and during public holidays.

Why Not Try A Medical Sales Job?

Firstly, I’ve put together a few applications you might be interested in, such as my CVS Pharmacy Application, Smiths Food And Drug Application, and my Longs Drugs Application. Or how about the Top Highest Paying Medical Jobs for alternative job ideas.

Being a pharmaceutical representative can be quite challenging, but the rewards are certainly worth it! We found a selection of outstanding handbooks and study guides to help you.

So, take a look at the Prescription Pill For The Soul: The Pharmaceutical Sales Representative’s Book, the NAPSR Pharmaceutical Sales Training Manual, or the Be Brief. Be Bright. Be Gone.: Career Essentials for Pharmaceutical and Biotechnology Sales Representatives, and of course The Pharmaceutical Sales Representative Handbook to begin with.

We also have the Pharmaceutical/Medical Representatives A Mission for Success: A Handbook for Representatives and Managers, and finally Analyzing, Interpreting and Understanding The Medical Literature: A Guide For The Pharmaceutical Representative, PharmD, NP and PA, all available in 2023.

Let’s help you prepare for your exams with a National Pharmaceutical Representative Certification Exam Preparation Notebook, examination study writing notebook, and lastly for that nerve-wracking interview is the Acing The Sales Interview: Second Edition: The Guide for pharmaceutical /medical device sales representative interviews also available online today.

Final Thoughts

If you are looking for an entry-level job in the medical industry, this role is a good option. The starting salary for this role is typically around $25,000 per year. This is likely to rise to around $35,000 per year after a few years.

If you excel in this role and have extensive experience, you could earn up to $50,000 per year. Gaining certification and a bachelor’s degree can significantly boost your earning potential.

This will allow you to become an executive medical secretary or take on a related role.

All the very best working as a Medical Secretary!

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