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Medical Secretary Job Description: Top Duties and Qualifications

Edited by Indeed Employer Content Team
Last updated March 4, 2025

A Medical Secretary, or Medical Administrative Assistant, is responsible for handling administrative and clerical tasks at a hospital or clinic. Their duties include accepting calls from patients and either answering their questions or directing their call, coordinating appointments for patients based on Doctor availability and processing invoices and payments.

Medical Secretary duties and responsibilities

The primary duty of a Medical Secretary is to keep operations of the office running smoothly. They process patient information, insurance claims and payments. They also manage the Physician’s schedule, the office database and patient records. Other responsibilities involved with the role may include writing and preparing reports and typing and transcribing medical reports.

Other duties may include:

  • Perform file system and database management
  • Take messages and manage a multi-line phone to handle calls
  • Process medical insurance claims and patient billing
  • Schedule staff meetings
  • Handle faxes and mail
  • Prepare reports, invoices and memos
  • Schedule appointments and surgeries, send appointment reminders and make follow-up calls or generate emails

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Medical Secretary Job Description Examples

Example 1

Are you looking for a rewarding healthcare career?
CDC IS THE PLACE FOR YOU!
We are currently seeking a Medical Secretary to join our team!

*This position is Part-Time 16 hours per week.

Why Choose CDC?

  • We offer a complete benefits package to include medical, dental, vision, 401K, Short/Long Term Disability options, along with company paid life insurance
  • 210 Hours of PTO
  • Tuition Reimbursement Program
  • Employee Perks Program
  • Career Development Opportunities

    Position Overview:
    The Medical Secretary monitors the operation of the administrative office of the facility. The incumbent will function as a secretary/receptionist and is responsible for all duties and functions of the office as dictated by the Policies and Procedures. This role requires a variety of skills and responsibilities that fall into the categories listed below. These duties and responsibilities are not set forth for the purpose of limiting the assignment of work. This is not to be construed as a complete list of duties to be performed by the individual holding this position. The duties listed may be divided among Medical Secretary Staff members to better suit the needs of specific facilities.

    Responsibilities:

  • Demonstrates appropriate and professional communication skills
  • Greets patients, and visitors and announces their arrival to the appropriate unit
  • Checks patients in on patient schedule and daily calendar
  • Calls appropriate transportation companies for patients when needed
  • Follows appropriate procedures in emergency situations
  • Answers telephone promptly and courteously, refers calls to the appropriate person, takes and relays messages as needed
  • Distributes all incoming mail appropriately, including inter-office
  • Displays a professional manner and demeanor when greeting incoming customers
  • Follows appropriate chain of command
  • Communicates in an appropriate and timely manner with coworkers
  • Office Procedures:
  • Demonstrates appropriate use of office equipment; maintains supplies
  • Maintains postage
  • Assures levels of lab supplies are sufficient for unit operation

    Medical Records:

  • Maintains medical records according to policy and procedure
  • Makes up new patient charts for the unit and administrative files
  • Sends appropriate information to the business office
  • Does appropriate data entry for all new patients
  • Keeps computer data current for all patients
  • Balances treatment count on a daily basis
  • Audits / verifies ancillaries utilized during treatments
  • Tracks patient hospitalizations and vacations
  • Purges charts in appropriate manner
  • Breaks down charts of non-current patients and runs appropriate reports
  • Maintains facility filing system
  • Does weekly update of Daily Patient Schedule for facility
  • Runs and distributes reports as needed by the unit
  • Prepares blood tubes, labels, and requisitions as needed
  • Performs word processing and Excel tasks as needed
  • Performs other duties as assigned

    Qualifications:

  • High school diploma required, college courses preferred
  • Proficient computer skills
  • Good communication and interpersonal skills a must

    COVID-19 Mandate
    As a condition of employment, newly hired employees will be required to provide proof that they have been fully vaccinated for COVID-19, subject to reasonable accommodations for individuals with medical conditions or religious beliefs that prevent vaccination, and in accordance with applicable law.

    Centers for Dialysis Care is proud to be an Equal Opportunity Employer

    Location: Centers for Dialysis Care Oakwood Village Medical Secretary
    Schedule: Part Time

    Job Type: Part-time

    Schedule:
  • Day shift
  • Monday to Location: One location

    • Example 2

    Established in 1976, Northeast Urologic Surgery is a highly-regarded private practice with offices in North Andover, Haverhill and Salem, NH. One of the last independent specialty practices in the area, NEUS values outstanding patient care, work/life balance, and employee well-being.

    We are looking for a Medical Secretary to support our medical office. Patients, visitors and medical staff will turn to you for information and help with administrative issues. If you are patient, compassionate, computer-savvy and can multitask, we d like to meet you. Bilingual a plus!

    Responsibilities

  • Checking Patients in and out of the office
  • Schedule medical appointments
  • Ensure confidentiality of sensitive information
  • Chart preparation
  • Scanning all documents into EMR
  • Maintaining recall system for yearly follow ups

    Skills

  • Proven experience as a medical secretary or similar administrative position
  • Knowledge of medical terminology, regulations and medical office procedures;
  • Outstanding communication skills
  • Patience and discretion
  • Organizational and multitasking skills
  • High school diploma; additional training in Medical Administration is a plus.

    Job Type: Full-time

    Benefits:
  • 401(k)
  • Dental insurance
  • Health insurance
  • Health savings account
  • Paid time off
  • Retirement plan
  • Tuition reimbursement
    Healthcare setting:
  • Private practice
    Medical specialties:
  • Surgery
    Schedule:
  • 8 hour shift
  • Day shift
  • Holidays
  • Monday to Friday
  • No weekends

    COVID-19 considerations:
    Patients and employees wear masks

    Experience:
  • Medical office experience: 1 year Location: One location

    • Example 3

    The Arc Greater Hudson Valley, NY is a not-for-profit agency created in January 2021 dedicated to providing supports to over 2,000 people with disabilities and their families in Sullivan, Orange, and Dutchess Counties. Formerly known as The Arc Sullivan-Orange Counties and The Arc of Dutchess, The Arc Greater Hudson Valley provides innovative, high-quality services including Residential Services, Clinical Services, Day Services, Family Support Services, Guardianship Services, Children's Education Services, Employment Services, Recreation, Respite and more.

    A chapter of The Arc New York, our main offices are located at 162 East Broadway in Monticello, NY. Our Dutchess County offices, including the office for The Arc of Dutchess Foundation, are located at 84 Patrick Lane, Suite 130 Poughkeepsie, NY 12603.

    We provide a great team-working environment with experienced leadership, support and growth!

    Our dedicated team is still interviewing, hiring and conducting orientation, despite COVID-19. We are following all safety guidelines, providing Personal Protective Equipment to all staff, and sanitizing all locations thoroughly. We are currently conducting phone and/or virtual interviews.

    Location: Poughkeepsie, NY 12603

    Schedule:20 hours per week, must include Tuesdays 12p-6p, the rest of the schedule is flexible. Sat/Sun off

    Job details will be to provide administrative/clerical support to the Clinic

    Visit [website] for more information about our agency and the services we provide.

    Job Type: Part-time

    Pay: $15.81 per hour

    Schedule:
  • 4 hour shift
  • 8 hour Location: In person

    • Example 4

    Job Title: Medical Secretary - OCH
    Reports To: Site Manager
    Department: Secretarial
    Status: Hourly/Non-Exempt

    Main Function:

    Under supervision, performs check in, check out procedures and answer office phones, with thorough knowledge and understanding. This job requires extensive interaction with patients and insurance companies.

    Primary Duties and Responsibilities:

  • Greets patients and visitors in a friendly and courteous manner.
  • Update patient demographics, insurance, HIPAA Access/Emergency contact,

    DDCC lists, and Pharmacy information.

  • Scan or confirm patient ID and insurance cards in Medent and obtain patient photos where needed.
  • Verify eligibility for new insurance via HealtheNet where needed.
  • Provide patient with UBNS paperwork and any individual provider preference paperwork.
  • Scan any patient paperwork or referrals into patient s charts.
  • Review all UBNS policies, patient portals and HIPAA rights to patient and obtain patient signatures.
  • Collect copays, deductibles, co-insurance, or on account payments, and process to e-bill or walk in pay receipts.
  • Maintain good time management and balance for smooth clinic flow for all providers.
  • Medent document scanning and routing where needed.
  • Responsible for personal daily cash out report and balancing.
  • Answers all incoming calls in a polite, courteous, and professional manner.
  • Triage appropriate team member with any patient concerns.
  • Scheduling new/existing patients, obtain insurance information, demographics, check eligibility using HealtheNET e in Mednet, appropriate scheduling information and send out record request.
  • Perform other related duties as required

    Qualifications:

  • Graduation from a Medical Assistant / Medical Office training program or 2-5 years medical records processing experience.
  • Experience with clinical protocols, medical records processing and HIPAA guidelines preferred.
  • EMR Experience, Preferably Medent.
  • Computer skills, especially Microsoft Office, browsing Internet.



  • Excellent Customer Service skills.
  • Ability to work under pressure to meet deadlines.
  • Ability to handle several tasks simultaneously.
  • Willingness to work as a team player to meet common goals of the department.
  • Patient empathy and compassion.
  • Friendly, outgoing personality, excellent verbal communications skills.
  • Ability to maintain a professional demeanor and composure when handling difficult clients/stressful situations.

    Edited 03/2023 Page 2

    Job Type: Full-time

    Pay: $17.00 - $18.00 per hour

    Expected hours: 40 per week

    Benefits:
  • 401(k)
  • 401(k) matching
  • AD&D insurance
  • Bereavement leave
  • Dental insurance
  • Dependent care reimbursement
  • Dependent health insurance coverage
  • Disability insurance
  • Employee assistance program
  • Flexible spending account
  • Free parking
  • Health insurance
  • Health savings account
  • Life insurance
  • Loan forgiveness
  • Paid jury duty
  • Paid sick time
  • Paid time off
  • Parental leave
  • Pet insurance
  • Referral program
  • Retirement plan
  • Tuition reimbursement
  • Vision insurance
  • Wellness program
    Healthcare setting:
  • Clinic
    Medical specialties:
  • Surgery
    Schedule:
  • 8 hour shift
  • Monday to Friday
  • No Location: In person

    • Example 5

    Job Title: Medical Secretary

    Department Name Clinical

    Supervisor s Title: SITE Supervisor

    Qualifications AND Accountability

    Education: High School diploma or equivalent.

    Minimum Qualifications/Experience: 2-3 yrs. In medical or office setting.
    Outstanding organizational skills, medical terminology knowledge..
    Experience with EMR

    JOB Summary

    Acts as a liaison between the physician and the patient, using excellent communication and customer service skills.

    Offers friendly, courteous and confidential assistance to all patients.

    Accurately documents information on each patient using electronic medical record system.

    Schedules patient office visits and procedures, whilst providing instruction and paperwork as necessary.

    Transmits laboratory tests to the appropriate laboratory utilizing electronic medical records system.

    Receives and handles telephone calls and voicemail.

    Calls patients with test results, etc. as directed by physician.

    Transmits patient prescription orders to pharmacy, as prescribed by physician.

    Assists physician with tasks as required and maintains doctor s schedules.

    Must be able to multi-task in a busy work environment, with a highly organized and professional approach.

    Will be required to travel between locations as necessary.

    ***
  • Background Check Requirement ****

    As a condition of employment, a complete background investigation will be conducted based on the rules of the specific State in which the employee is hired. Typically, the state investigative process includes a state and federal background check. In addition, a drug screen will be required. TB testing will also be required for all patient-facing roles.

    EEO Statement

    At US Digestive Health, employees and applicants are evaluated based on their qualifications, skills, and ability to perform the duties and responsibilities of the position. US Digestive Health is committed to assuring equal employment opportunities to all employees and applicants.

    US Digestive Health is an equal opportunity employer. In accordance with applicable law, we prohibit discrimination based on race, color, religion, creed, gender, pregnancy or related medical conditions, age, national origin or ancestry, physical or mental disability, genetic information, sexual orientation, to include gay, lesbian, bisexual, transgender and gender identity, or any other consideration protected by federal, state or local laws. Our commitment to equal opportunity employment applies to all persons involved in our operations and prohibits unlawful discrimination by any employee, including supervisors and coworkers.

    Disclaimer

    This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice. The list of job responsibilities, skills, duties, requirements, and the like is not exhaustive, rather it is illustrative of the current essential functions required for the position.

    This organization participates in E-Verify.

    This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9. E-Verify Works for Everyone For more information on E-Verify, or if you believe that your employer has violated its E-Verify responsibilities, please contact DHS.

    Job Type: Full-time

    Benefits:
  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Disability insurance
  • Employee assistance program
  • Flexible spending account
  • Health insurance
  • Life insurance
  • Paid time off
  • Referral program
  • Uniform allowance
  • Vision insurance
    Healthcare setting:
  • Medical office
    Medical specialties:
  • Gastroenterology
    Schedule:
  • Day shift
  • Monday to Friday
  • No nights
  • No weekends



    Ability to commute/relocate:
  • Malvern, PA 19355: Reliably commute or planning to relocate before starting work (Required)

    Experience:
  • Customer service: 1 year (Preferred)
  • Medical terminology: 1 year (Preferred)
  • Computer skills: 1 year Location: One location

    • Example 6

    Qualifications:

  • Must have a strong dependable work ethic
  • Possess strong communication skills (verbal and written)
  • Medical office experience (1 year)
  • Medical receptionist experience (1year)
  • Medical terminology
  • Must be organized with attention to detail
    Responsibilities, but not limited to:
  • Checking patients in and out at front desk

  • Verifying insurance
  • Accepting co-pays
  • Scheduling appointments
  • Answering multiple phone lines and transferring calls to appropriate extensions
  • Maintain strict patient confidentiality
  • Interact with patients in a professional, confidential manner
  • Must be able to work independently AND as part of a team
    Requirements:

  • Have knowledge and understanding of the electronic medical record (EMR)
  • Experience with EPIC a plus
  • Medical office experience (1 year)
  • Medical receptionist experience (1 year)
  • Must be a responsible individual with a strong work ethic
  • Bilingual (English and Spanish) a plus

    Job Type: Full-time

    Pay: $17.00 - $20.00 per hour

    Benefits:
  • 401(k)
  • Health insurance
  • Paid time off
    Schedule:
  • 8 hour shift
  • Day shift
  • Monday to Friday
  • No weekends
    Supplemental Pay:
  • Bonus pay

    Education:
  • High school or equivalent (Preferred)

    Experience:
  • Customer service: 1 year (Preferred)
  • Medical terminology: 1 year (Preferred)
  • Computer skills: 1 year Location: One location

    • Example 7

    Position TITLE:Medical Secretary | Fulltime

    Position Summary

    The is a new position for our busy and growing practice. The Medical Secretary will be responsible for providing the highest quality of daily office support to the clinical staff. This individual will be a central resource to the Nurse Practitioners as well as the Practice Administrator.

    Required Qualifications
  • Associates Degree is preferred; High School Diploma is required
  • Minimum two (2) years of experience in medical office
  • Excellent computer skills
  • Exceptional communication and customer service skills
  • Ability to multi-task and work under pressure with daily time constraints
  • Detailed oriented

    Job Responsibilities
  • Assemble patient charts for the surgery center which includes scanning information into the medical record in the appropriate sections
  • Copy all necessary pre-operative paperwork when copies run low
  • Follow-up with other physician offices for patient clearance documentation
  • Distribute all incoming faxes in a timely manner as well as send out faxes as necessary
  • Manage patient and all other requests for medical records
  • Ensure proper maintenance of all clinical forms
  • Sort and distribute mail
  • Scan charts into EMR
  • Perform related duties as required

    All duties and responsibilities stated are essential job functions. Staff members may be required to perform additional job-related duties as assigned by management.

    It is the policy of Vito Quatela, MD, PLLC to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law.

    Job Type: Full-time

    Pay: $17.00 - $21.00 per hour

    Benefits:
  • 401(k)
  • Dental insurance
  • Health insurance
  • Paid time off
    Schedule:
  • 8 hour shift

    Ability to commute/relocate:
  • Rochester, NY 14607: Reliably commute or planning to relocate before starting work (Required)

    Experience:
  • Customer service: 1 year (Required)
  • Medical terminology: 1 year (Required)
  • Computer skills: 1 year Location: One location

    • Example 8

    Strength Through Diversity

    Ground breaking science. Advancing medicine. Healing made personal.

    Roles & Responsibilities:

    The Medical Secretaries provide secretarial support to physicians in the practice setting. Our Multi-Specialty practice includes Gastroenterology, Clinical Immunology, Infectious Disease, Liver and Renal. Office hours are Monday-Friday; employees work a 8-hour shift. Starting time is between 8:00am and 9:00am. We are located on the Upper East Side of Manhattan. Specific responsibilities are outlined below.

  • Schedule appointments for patients.
  • Take detailed clinical phone messages for physicians or advanced allied healthcare provider.
  • May assist with insurance authorizations for procedures and tests ordered by attending physician.
  • Prepare prescription refill requests on behalf of the physician for the review and approval by the ordering physician.
  • Assist in the maintenance of medical charts and/or electronic medical record (filing, Op Reports, test results)..
  • Maintain, adjust and confirm patient office schedule.
  • Performs other duties as assigned.

    Requirements:

  • Associates Degree or High School Diploma/GED plus two years of related experience.

    Strength Through Diversity

    The Mount Sinai Health System believes that diversity, equity and inclusion are drivers for excellence. We share a common devotion to delivering exceptional patient care. Yet we're as diverse as the city we call home- culturally, ethically, in outlook and lifestyle. When you join us, you become a part of Mount Sinai's unrivaled record of achievement, education, and advancement as we revolutionize medicine together and participate actively as a leader within the Mount Sinai Health System by:

    Serving as the primary resource management representative of the Mount Sinai leadership teams, committees, etc., and acting as the primary executive leader interface between Mount Sinai and key executives from the health systems' vendors and partners.

    Engaging with relevant thought leaders and policy-makers at the federal and state levels, and representing the Health System as assigned.

    Using a lens of equity in establishing and promoting policies and procedures and providing opportunities for all to thrive.

    Confronting racist, sexist or other inappropriate behavior and challenges exclusionary organizational practices and serving as a role model to promote anti-racist behaviors.

    Inspiring and fostering an environment of anti-racist behaviors among and between departments and co-workers.

    We work hard to acquire and retain the best people, and to create a welcoming, nurturing work environment where you can develop professionally. We share the belief that all employees, regardless of job title or expertise, can make an impact on quality patient care.

    Explore more about this opportunity and how you can help us write a new chapter in our story!

    Who We Are

    Over 42,000 employees strong, the mission of the Mount Sinai Health System is to provide compassionate patient care with seamless coordination and to advance medicine through unrivaled education, research, and outreach in the many diverse communities we serve.

    Formed in September 2013, The Mount Sinai Health System combines the excellence of the Icahn School of Medicine at Mount Sinai with seven premier hospital campuses, including Mount Sinai Beth Israel, Mount Sinai Beth Israel Brooklyn, The Mount Sinai Hospital, Mount Sinai Queens, Mount Sinai West (formerly Mount Sinai Roosevelt), Mount Sinai Morningside (formerly Mount Sinai St. Luke's), and New York Eye and Ear Infirmary of Mount Sinai.

    The Mount Sinai Health System is an equal opportunity employer. We comply with applicable Federal civil rights laws and does not discriminate, exclude, or treat people differently on the basis of race, color, national origin, age, religion, disability, sex, sexual orientation, gender identity, or gender expression.

    EOE Minorities/Women/Disabled/Veterans

    Job Type: Full-time

    Benefits:
  • Dental insurance
  • Disability insurance
  • Employee assistance program
  • Flexible spending account
  • Health insurance
  • Life insurance
  • Paid time off
  • Parental leave
  • Retirement plan
  • Tuition reimbursement
  • Vision insurance
    Schedule:
  • 8 hour shift
  • Day shift
  • Monday to Friday

    Ability to commute/relocate:
  • New York, NY 10029: Reliably commute or planning to relocate before starting work (Required)

    Education:
  • High school or equivalent (Required)

    Experience:
  • Medical Receptionists & Patient Registrars: 2 years Location: One location
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    What does a Medical Secretary do?

    Medical Secretaries are employed by medical offices to represent other medical staff at the front desk and facilitate interactions with patients. Their role is to welcome incoming patients and guide them through the process of booking an appointment or checking in to meet with a Doctor or Nurse. Medical Secretaries perform basic clerical tasks like organizing medical records, preparing reports, processing paperwork, returning messages and updating patient accounts. They help with billing tasks, communicate with insurers and facilitate referrals or prescription requests. Medical Secretaries keep track of staff schedules to make sure someone is available to meet with scheduled patients.

    Medical Secretary skills and qualifications

    A successful Medical Secretary candidate will have various skills and qualifications necessary for performing job duties. An applicant should have excellent written and verbal communication skills for conveying information to other support staff, visiting patients and corresponding with insurance companies and other medical professionals and offices.

    Some skills a Medical Secretary should have include:

    • Prior experience as a Medical Secretary or similar administrative role
    • Multitasking and organizational skills
    • Knowledge of medical coding, medical office procedures, regulations and medical terminology
    • Patience and discretion
    • Familiarity with the basics of bookkeeping
    • Excellent written and oral communication skills
    • Experience working with EHRs, databases and word processing and spreadsheet software
    • Knowledge of how to process insurance claims

    Medical Secretary salary expectations

    A Medical Secretary makes an average of $14.64 per hour. Pay rate may depend on level of experience, education and the geographical location.

    Medical Secretary salary expectations

    2025-10-0110.7522.1137.40HOURLY
    • Common salary: 22.11 HOURLY
    • Typical salaries range from 10.75 - 37.40 HOURLY
    • Find more information on Indeed Salaries

    *Indeed data – 2025-10-01

    Medical Secretary education and training requirements

    The minimum educational requirement for a job as a Medical Secretary is a high school diploma or equivalent. Medical Secretaries are not required to have advanced degrees, but Executive Medical Secretaries should have a bachelor’s degree. Having a certificate from a vocational-technical school or an associate degree from a community college showing the completion of a training program in medical administration can be beneficial. Certification is voluntary, but the International Association of Administrative Professionals offers Organizational Management and Certified Administrative Professional specialty certification.

    Medical Secretary experience requirements

    It is helpful if a Medical Secretary candidate has some secretarial experience, but applicants must be familiar with medical terminology and practices. The successful candidate will have one to two years of training in the form of on-the-job experience and training with other experienced support workers, which would be one to three months.

    Job description samples for similar positions

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    Three individuals are sitting at a table with a laptop, a disposable coffee cup, notebooks, and a phone visible. Two are facing each other, while the third’s back is to the camera. The setting appears to be a bright room with large windows.

    Hire your next Medical Secretary today.

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