M E D I C A L S E C R E T A R Y

A. DUTIES and TASKS1) Schedule and confirm patient diagnostic appointments, surgeries and medical consultations.

2) Compile and record medical charts, reports, and correspondence, using typewriter or personal computer.

3) Answer telephones, and direct calls to appropriate staff.

4) Receive and route messages and documents such as laboratory results to appropriate staff.

5) Greet visitors, ascertain purpose of visit, and direct them to appropriate staff.

6) Interview patients in order to complete documents, case histories, and forms such as intake and insurance forms.

7) Maintain medical records, technical library and correspondence files.

8) 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.

9) Transmit correspondence and medical records by mail, e-mail, or fax.

10) Perform various clerical and administrative functions, such as ordering and maintaining an inventory of supplies.

11) Arrange hospital admissions for patients.

12) Transcribe recorded messages and practitioners' diagnoses and recommendations into patients' medical records.

13) Perform bookkeeping duties, such as credits and collections, preparing and sending financial statements and bills, and keeping financial records.

14) Complete insurance and other claim forms.

15) Prepare correspondence and assist physicians or medical scientists with preparation of reports, speeches, articles and conference proceedings.

B. JOB ACTIVITIES1) Getting Information -- Observing, receiving, and otherwise obtaining information from all relevant sources.

2) Communicating with Supervisors, Peers, or Subordinates -- Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.

3) 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.

4) Interacting with Computers -- Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.

5) Establishing and Maintaining Interpersonal Relationships -- Developing constructive and cooperative working relationships with others, and maintaining them over time.

6) Assisting and Caring for Others -- Providing personal assistance, medical attention, emotional support, or other personal care to others such as coworkers, customers, or patients.

7) Documenting/Recording Information -- Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.

8) Organizing, Planning, and Prioritizing Work -- Developing specific goals and plans to prioritize, organize, and accomplish your work.

9) Performing Administrative Activities -- Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.

10) Processing Information -- Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.

11) 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.

12) Making Decisions and Solving Problems -- Analyzing information and evaluating results to choose the best solution and solve problems.

13) Updating and Using Relevant Knowledge -- Keeping up-to-date technically and applying new knowledge to your job.

14) Scheduling Work and Activities -- Scheduling events, programs, and activities, as well as the work of others.

15) Monitor Processes, Materials, or Surroundings -- Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.

16) Interpreting the Meaning of Information for Others -- Translating or explaining what information means and how it can be used.

17) Coordinating the Work and Activities of Others -- Getting members of a group to work together to accomplish tasks.

18) Resolving Conflicts and Negotiating with Others -- Handling complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others.

19) 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.

20) Identifying Objects, Actions, and Events -- Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.

C. SKILLS1) 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.

2) Reading Comprehension -- Understanding written sentences and paragraphs in work related documents.

3) Speaking -- Talking to others to convey information effectively.

4) Coordination -- Adjusting actions in relation to others' actions.

5) Active Learning -- Understanding the implications of new information for both current and future problem-solving and decision-making.

6) Time Management -- Managing one's own time and the time of others.

7) Instructing -- Teaching others how to do something.

8) Writing -- Communicating effectively in writing as appropriate for the needs of the audience.

9) Service Orientation -- Actively looking for ways to help people.

10) Learning Strategies -- Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things.

11) Social Perceptiveness -- Being aware of others' reactions and understanding why they react as they do.

D. ABILITIES 1) Oral Comprehension -- The ability to listen to and understand information and ideas presented through spoken words and sentences.

2) Oral Expression -- The ability to communicate information and ideas in speaking so others will understand.

3) Speech Clarity -- The ability to speak clearly so others can understand you.

4) 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).

5) Near Vision -- The ability to see details at close range (within a few feet of the observer).

6) Speech Recognition -- The ability to identify and understand the speech of another person.

7) Written Comprehension -- The ability to read and understand information and ideas presented in writing.

8) Written Expression -- The ability to communicate information and ideas in writing so others will understand.

9) 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.

10) Selective Attention -- The ability to concentrate on a task over a period of time without being distracted.

11) 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).

E. KNOWLEDGE, EXPERIENCE and EDUCATION1) 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.

2) 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.

3) English Language -- Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

4) Computers and Electronics -- Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

5) Telecommunications -- Knowledge of transmission, broadcasting, switching, control, and operation of telecommunications systems.

6) Communications and Media -- Knowledge of media production, communication, and dissemination techniques and methods. This includes alternative ways to inform and entertain via written, oral, and visual media.Medical Secretary