Occupation Details
Medical Secretaries and Administrative Assistants
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.
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Interests
Social
Social occupations frequently involve working with, communicating with, and teaching people. These occupations often involve helping or providing service to others.
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.
Work Values
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.
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.
Salary & Job Outlook
Starting Salary
$33,750.00
New York StateMedian Salary
$45,420.00
New York StateExperienced Salary
$50,170.00
New York StateNational Average for Comparison
New York State Job Market Outlook
Jobs Right Now (2018)
10,760
professionals in NYFuture Job Growth (2030)
12,680
+192 jobs/yearNew Jobs Every Year
1,442
new opportunities yearlyGrowth Rate
0.2%
projected increasePreparation: Experience, Training, and Education
The list below outlines the prior educational experience required to perform in this occupation.
Some Training - Certificate or hands-on training
Experience Requirements
Some previous work-related skill, knowledge, or experience is usually needed. For example, a teller would benefit from experience working directly with the public.
Education Requirements
These occupations usually require a high school diploma.
Training Details
Employees in these occupations need anywhere from a few months to one year of working with experienced employees. A recognized apprenticeship program may be associated with these occupations.
Transferrable Skills and Experience
These occupations often involve using your knowledge and skills to help others. Examples include orderlies, counter and rental clerks, customer service representatives, security guards, upholsterers, tellers, and dental laboratory technicians.
School Programs
The following lists school programs which are applicable to this occupation.
Licensing & Certification
State License and Certifications Requirements are not currently associated with this occupation.
Apprenticeship
Contact your regional representative to learn more about apprenticeships available in your area by visiting Apprenticeship Contacts.
Skills
The list below includes the skills required by workers in this occupation; skills are what allow you to learn more quickly and improve your performance.
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.
Writing
Communicating effectively in writing as appropriate for the needs of the audience.
Critical Thinking
Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
Time Management
Managing one's own time and the time of others.
Social Perceptiveness
Being aware of others' reactions and understanding why they react as they do.
Skill level is measured on a seven point scale, where one means 'some competence required for this occupation' and seven means 'a high level of expertise required for this occupation'.
Knowledge
The list below includes knowledge items, the principles and facts required by this occupation.
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.
Administrative
Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology.
Medicine and Dentistry
Knowledge of the information and techniques needed to diagnose and treat human injuries, diseases, and deformities. This includes symptoms, treatment alternatives, drug properties and interactions, and preventive health-care measures.
Personnel and Human Resources
Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
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.
Knowledge level is measured on a seven point scale, where one means 'some competence required for this occupation' and seven means 'a high level of expertise required for this occupation'.
Work Environment
The list below includes the physical and social factors that influence the nature of work in this occupation.
Hover over or tap each factor to see its description.
Work Styles
Included in the list below are the personal work style characteristics that can affect how well a worker is likely to perform in this occupation.
Adaptability/Flexibility
Job requires being open to change (positive or negative) and to considerable variety in the workplace.
Attention to Detail
Job requires being careful about detail and thorough in completing work tasks.
Concern for Others
Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.
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.
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.
Integrity
Job requires being honest and ethical.
Self-Control
Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
Social Orientation
Job requires preferring to work with others rather than alone, and being personally connected with others on the job.
Stress Tolerance
Job requires accepting criticism and dealing calmly and effectively with high-stress situations.
Tools & Technology
This list below describes the machines, equipment, tools, software, and information technology that workers in this occupation will use.
Tools
- Credit card processing machines
- Desktop computers
- Dictaphones
- Hospital intercom equipment
- Laptop computers
- Laser facsimile machines
- Laser printers
- Multi-line telephone systems
- Notebook computers
- Personal computers
- Photocopying equipment
- Scanners
Technology
- Accounts receivable software
- Addressing software
- Allscripts Payerpath
- Allscripts Professional PM
- Amazing Charts
- Billing software
- CPSI CPSI System
- Corel WordPerfect Office Suite
- Database software
- Desktop publishing software
- Electronic health record EHR software
- Email software
- Epic Systems
- Google Docs
- Google Drive
- Graphics software
Duties
Duties are job behaviors describing activities that occur on multiple jobs. The generalized and detailed work activities described in the list below apply to this occupation.
- distribute correspondence or mail
- disburse checks to satisfy accounts payable
- maintain record of organization expenses
- maintain inventory of office equipment or furniture
- maintain travel expense accounts
- ensure correct grammar, punctuation, or spelling
- examine documents for completeness, accuracy, or conformance to standards
- use interviewing procedures
- use oral or written communication techniques
- use shorthand writing procedures
- inventory medical supplies or instruments
- maintain dental or medical records
- post medical insurance billings
- transcribe spoken or written information
- take dictation
- take messages
- enter time sheet information
- maintain telephone logs
- type document from machine transcription
- maintain records, reports, or files
- use secretarial procedures
- fill out business or government forms
- route multi-line telephone calls
- prepare billing statements
- type letters or correspondence
- fill out insurance forms
- complete patient insurance forms
- fill out purchase requisitions
- maintain appointment calendar
- maintain inventory of office forms
- prepare financial reports
- prepare tax reports
- process medical records
- obtain information from individuals
- provide customer service
- greet customers, guests, visitors, or passengers
- evaluate importance of incoming telephone calls
- compile data for financial reports
- process account invoices
- reconcile or balance financial records
- use computers to enter, access or retrieve data
- use spreadsheet software
- use word processing or desktop publishing software
- use accounting or bookkeeping software
Tasks
The list below outlines specific tasks that a worker in this occupation is called upon to do regularly.
- Answer telephones and direct calls to appropriate staff.
- Transcribe recorded messages or practitioners' diagnoses or recommendations into patients' medical records.
- Compile and record medical charts, reports, or correspondence, using typewriter or personal computer.
- Schedule and confirm patient diagnostic appointments, surgeries, or medical consultations.
- Complete insurance or other claim forms.
- Greet visitors, ascertain purpose of visit, and direct them to appropriate staff.
- Transmit correspondence or medical records by mail, e-mail, or fax.
- Receive and route messages or documents, such as laboratory results, to appropriate staff.
- Maintain medical records, technical library, or correspondence files.
- Interview patients to complete documents, case histories, or forms, such as intake or insurance forms.
- 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.
- Schedule tests or procedures for patients, such as lab work or x-rays, based on physician orders.
- Arrange hospital admissions for patients.
- Perform bookkeeping duties, such as credits or collections, preparing and sending financial statements or bills, and keeping financial records.
- Prepare correspondence or assist physicians or medical scientists with preparation of reports, speeches, articles, or conference proceedings.
- Perform various clerical or administrative functions, such as ordering and maintaining an inventory of supplies.
Learning Resources
More information on this occupation may be found in the links provided below.
Medical Record Technicians
Visit this link for information on this career in the military.
Learn MoreSecretaries and administrative assistants
Visit this link for additional information on this career from the Occupational Outlook Handbook; a publication produced and maintained by the United States Department of Labor.
Learn More