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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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    Work Activities

    Work Activities

    • 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.


    • 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.


    Applied Math
    Workplace Documents
    Graphic Literacy


    • 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.

    • Written Comprehension

      The ability to read and understand information and ideas presented in writing.


    • 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.

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    Ohio Employment Trends

    • Currently Employed 32,420
    • Yearly Projected Openings 4,160

    Typical Education


    Conventional: People interested in this work like activities that include data, detail, and regular routines.They do well at jobs that need:
    • Concern for Others
    • Attention to Detail
    • Integrity
    • Dependability
    • Stress Tolerance
    • Self Control


    • Notebook computers
    • Laser fax machine
    • Hospital intercom systems
    • Dictation machines
    • Desktop computers


    • Word processing software
    • Medical software
    • Electronic mail software
    • Data base user interface and query software
    • Accounting software


    • InDemand occupations are considered a priority by the state of Ohio.
    • Bright Outlook occupations will grow rapidly in the next few years, have a large number of openings, or are new and emerging careers.
    • Apprenticeships are available for this occupation. These programs can help you get hands-on experience and build your skills.

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    Workforce Supply Tool

    Workforce Supply Tool

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