Detailed Guide forMedical Secretaries in California
May also be called: Dental Secretaries; Medical Administrative Specialists; Medical Office Receptionists; Medical Office Secretaries; Medical Receptionists
What Would I Do?
Medical Secretaries provide administrative or clerical support to physicians or other health professionals. They schedule appointments and make sure the office runs smoothly. A good understanding of grammar, punctuation, and spelling is important because Medical Secretaries may assist physicians or medical scientists with reports, speeches, articles, and conference proceedings. Medical Secretaries' work involves knowledge and use of medical terminology and hospital or laboratory procedures. The job duties of a Medical Secretary vary depending on the size of the office. In smaller offices, Medical Secretaries may greet patients, schedule appointments, keep records, answer phone calls, and order supplies. In larger establishments, Medical Secretaries could work in the medical records department or as a personal secretary to the department head. Additionally, Medical Secretaries may handle correspondence, bill patients, complete insurance forms, and transcribe dictation. They may keep financial records and handle credits, collections, and other bookkeeping duties. They also record simple medical histories and arrange for patients to be hospitalized.
Tools and Technology
Medical Secretaries may use a variety of computer software, such as medical, accounting, and scheduling programs. They may also operate multi-line telephone systems, credit card machines, scanners, and fax machines.
Important Tasks and Related Skills
Each task below is matched to a sample skill required to carry out the task.
|View the skill definitions|
|Task||Skill Used in this Task|
|Greet visitors, ascertain purpose of visit, and direct them to appropriate staff.||Customer and Personal Service|
|Interview patients to complete documents, case histories, and forms such as intake and insurance forms.||Medicine and Dentistry|
|Operate office equipment such as voice mail messaging systems, and use word processing, spreadsheet, and other software applications to prepare reports, invoices, financial statements, letters, case histories and medical records.||Computers and Electronics|
|Compile and record medical charts, reports, and correspondence, using typewriter or personal computer.||Reading Comprehension|
|Prepare correspondence and assist physicians or medical scientists with preparation of reports, speeches, articles and conference proceedings.||Writing|
|Schedule and confirm patient diagnostic appointments, surgeries and medical consultations.||Time Management|
|Transcribe recorded messages and practitioners' diagnoses and recommendations into patients' medical records.||Oral Comprehension|
|Maintain medical records, technical library and correspondence files.||Information Ordering|
|Perform various clerical and administrative functions, such as ordering and maintaining an inventory of supplies.||Clerical|
Below is a definition for each skill.
|View the tasks to skills list|
|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.|
|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.|
|Computers and Electronics||Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.|
|Reading Comprehension||Understanding written sentences and paragraphs in work related documents.|
|Writing||Communicating effectively in writing as appropriate for the needs of the audience.|
|Time Management||Managing one's own time and the time of others.|
|Oral Comprehension||The ability to listen to and understand information and ideas presented through spoken words and sentences.|
|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).|
|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.|
Medical Secretaries work in hospitals, insurance companies, doctors' offices, local or State health departments, clinics, medical research offices, and other medical facilities. They communicate with patients, doctors, or medical insurance companies by phone or in person. Medical Secretaries usually work 40 hours a week. If they work in a physician's office, they may work evenings and weekends. Medical Secretaries may sit for long periods using the computer to schedule appointments, process medical insurance claims, and write correspondence for physicians. To avoid eyestrain, stress, and repetitive motion ailments, such as carpal tunnel syndrome, Medical Secretaries must make sure their monitor is at eye level and their chair and desk are at the appropriate height.
Medical Secretaries working in University of California hospitals may join the America Federation of State, County, and Municipal Employees Local 3299. Medical Secretaries who work in other hospitals sometimes join the Health Care Workers division of the Service Employees International Union (SEIU).
Will This Job Fit Me?
The job of Medical Secretary will appeal to those who enjoy activities that are organized, clearly defined, and require accuracy and attention to detail. This type of work frequently involves discretion and good judgment while following set procedures and working independently. The ability to use medical terminology and write correspondence is desired. Individuals considering this occupation should enjoy dealing with people in person and on the phone.
What Wages and Benefits Can I Expect?
Salaries vary a great deal, often reflecting differences in skill, experience, and level of responsibility. Certification in this field may be rewarded by a higher salary.
The median wage in 2015 for Medical Secretaries in California was $36,675 annually, or $17.64 hourly. The median is the point at which half of the workers earn more and half earn less.
Employers may provide health and life insurance, sick leave, vacation, and retirement plans.
What is the Job Outlook?
As a result of the growth in the health care industry, Medical Secretaries can expect a positive job market. A sizeable number of openings will occur as workers leave the occupation to retire, change careers, or for other reasons. Opportunities should be very good for those with knowledge of medical terminology and computer skills.
Projections of Employment
In California, the number of Medical Secretaries is expected to grow much faster than average growth rate for all occupations. Jobs for Medical Secretaries are expected to increase by 29.1 percent, or 19,900 jobs between 2012 and 2022.
|Estimated Employment and Projected Growth|
(Estimated Year-Projected Year)
Due to Net
|View Projected Growth for All Areas|
Annual Job Openings
In California, an average of 1,990 new job openings per year is expected for Medical Secretaries, plus an additional 830 job openings due to net replacement needs, resulting in a total of 2,810 job openings.
|Estimated Average Annual Job Openings|
|Jobs From Growth||Jobs Due to|
|View Data for All Areas|
How Do I Qualify?
Education, Training, and Other Requirements
Most employers require Medical Secretaries to have a high school diploma or the equivalent. Some employers will train workers with good office skills to become a Medical Secretary. However, most employers prefer candidates with knowledge of medical office procedure and medical terminology. Community colleges, vocational programs, and business schools offer associate degrees or certificates for Medical Secretaries.
The experience required for Medical Secretaries differs for each employer. However, prior health care employment, knowledge of medical terminology, medical office procedures, or knowledge of health care operations will give job seekers an advantage.
Early Career Planning
High school students interested in this field may obtain valuable office skills and medical terminology experience by working part time or volunteering in a medical facility. California offers Regional Occupational Programs (ROP) for Medical Secretaries. To find an ROP program near you, go to the California Association of Regional Occupational Centers and Programs Web site.
While continuing education is currently not a requirement, some Medical Secretaries increase their chance of promotion by keeping up to date with the latest developments in medical terminology and software applications. Those who are certified by the International Association of Administrative Professionals must obtain 60 points every five years which includes continuing education among other activities.
There are no certification requirements for a Medical Secretary. However, for purposes of career advancement, and higher salaries, Medical Secretaries may obtain the Certified Professional Secretary and Certified Administrative Professional rating from the International Association of Administrative Professionals. Applicants must meet the required education and experience level, pass an exam, and pay the fee for a five-year certificate. For more information, go to the U.S. Department of Labor's Career InfoNet Web site and scroll down to "Career Tools." Click on "Certification Finder" and follow the instructions to locate certification programs.
Where Can I Find Training?
There are two ways to search for training information:
- Search by Field of Study to find what programs are available and what schools offer those programs. You may use keywords such as: Executive Assistant, Medical Administrative, and Medical Secretary.
- Search by Training Provider to find schools by name, type of school, or location.
Contact the schools you are interested in to learn about the classes available, tuition and fees, and any prerequisite course work.
Where Would I Work?
The largest industries employing Medical Secretaries are as follows:
|Industry Title||Percent of Total Employment for Occupation in California|
|Offices of Physicians ||33.8%|
|Offices of Dentists ||22.3%|
|General Medical and Surgical Hospitals ||18.6%|
|Offices of Other Health Practitioners ||11.1%|
|Outpatient Care Centers ||4.8%|
Finding a Job
Direct application to employers remains one of the most effective job search methods. Medical Secretaries can also register with their school placement center for job opportunities. Classified ads, journals, and the Internet provide additional sources for job listings. Those interested in working on a temporary basis may also contact temporary agencies. Online job opening systems include JobCentral at www.jobcentral.com and CalJOBSSM at www.caljobs.ca.gov.
To find your nearest One-Stop Career Center, go to Service Locator. View the helpful job search tips for more resources. (requires Adobe Reader).
Yellow Page Headings
You can focus your local job search by checking employers listed online or in your local telephone directory. Below are some suggested headings where you might find employers of Medical Secretaries.
- Dental Offices
- Medical Facilities
- Physician Offices
Find Possible Employers
To locate a list of employers in your area, go to "Find Employers" on the Labor Market Information Web site:
- Select one of the top industries that employ the occupation. This will give you a list of employers in that industry in your area.
- Click on "View Filter Selections" to limit your list to specific cities or employer size.
- Click on an employer for the street address, telephone number, size of business, Web site, etc.
- Contact the employer for possible employment.
Where Could This Job Lead?
Medical Secretaries who work in clinics or hospitals can advance to administrative positions, such as senior Secretary, clerical supervisor, office manager, medical records clerk, administrative assistant, or unit manager.
Below is a list of occupations related to Medical Secretaries with links to more information.
|Billing and Posting Clerks||Profile|
|Credit Authorizers, Checkers, and Clerks||Profile|
|Insurance Claims and Policy Processing Clerks||Profile|
These links are provided for your convenience and do not constitute an endorsement by EDD.
For the Career Professional
The following codes are provided to assist counselors, job placement workers, or other career professionals.