Just as you might need help keeping things running smoothly at your medical office or practice, you might need help creating a job description to help you find a well-qualified medical secretary. Before you discount the usefulness of a professionally written and well-tailored job description, bear in mind that your description goes a long way in saving you time, business and possibly even money in the long run. To give your hiring process a booster shot, it’s a good idea to have a medical secretary job description sample on hand.
Medical Secretary Job Summary
Our weekend medical secretary is tasked with performing standard administrative and clerical duties in addition to supporting Dr. Bossa. You’ll organize and screen physical and electronic mail as well as physical and electronic documents. The job also requires that you schedule patient appointments, set up referrals when necessary and ensure patients receive their medical bills in a timely manner. The position also involves light accounting duties (necessary training will be provided).
Medical Secretary Job Responsibilities & Duties
- Receive and announce patients and visitors.
- Schedule physical therapy, MRIs, CTs, lab tests and X-rays.
- Ensure Dr. Bossa’s calendar is properly maintained and synched on his electronic devices (phone and tablet).
- Prepare medical summaries and reports, transcribe diction, and control as well as coordinate projects.
- Backup patient files and the medical database on a regular basis (preferably at least once a week).
- Perform maintenance on office equipment, adhere to proper operation procedures, troubleshoot breakdowns and schedule repairs when necessary.
- Adhere to office policies to ensure quality and adhere to state and federal medical document regulations.
Medical Secretary Skills & Qualifications
- At least an associate’s degree (prefer a candidate with a bachelor’s degree, but willing to train the right person)
- Two years of experience as a medical secretary
- Knowledge of fundamental medical terminology (willing to teach the right candidate)
- Proficient in computer software applications
- Superior customer service skills
- Time management skills
- Attention to detail
- Knowledge of medical databases
Dr. Frank Bossa specializes in internal medicine and has more than 20 years of experience practicing in the Chicago area. His areas of specialty include diagnosing a variety of diseases that affect adults, disease prevention and health promotion. Dr. Bossa strives to create a medical office that is welcoming, comfortable and professional to a variety of patients and a variety of patient needs. He is fluent in Spanish as well as Korean. While remaining under his care, you can expect nothing but compassion, detailed information regarding your medical situation and flexible terms when it comes to taking care of your medical bill. We look forward to seeing you and helping you improve your health.
What to Include in Your Medical Secretary Job Description
If you’ve been checking out medical secretary job description samples, you’ve likely noticed a great deal of variety. To keep your description and your job search succinct, you’ll want to ask yourself the specific qualities you need in a medical secretary. Do you just need someone on the weekends? Someone to handle your morning patients? Or do you just need a second medical secretary? Think long and hard about the gaps you’re looking to fill in your practice to increase your chances of finding the perfect candidate.
Some of the most essential elements to be sure to include in your job description include:
• Job Title and Summary: The job title is where you start separating the wheat from the chaff. Being specific lets interested individuals know if they have the qualifications, availability and career goals that are likely to be a good match for your practice. Once you’ve determined a job title, add a summary that touches on the most essential responsibilities of the job. No matter what, make sure this section is no more than one to three sentences written in a short and concise manner.
• Job Responsibilities: Go into more detail on the responsibilities you brought up in the summary. Specifically, give candidates a sketch of their day-to-day responsibilities using action verbs. You’ll want to keep this section limited to five to 10 bullet points.
• Skills and Qualifications: Are there specific professional skills and qualifications you’re looking for in your next medical secretary? For this section, be sure to note which qualifications and skills are preferred and which are mandatory. Here is another section where you’ll want to be specific and leave nothing to chance. If you want a candidate who has a background in nursing or programming, be sure to make note of that on your medical secretary job description.
• Salary Range and Benefits: Let potential applicants know how much they can expect for a starting salary or if their compensation is determined by overall experience. Even if you aren’t able to offer your medical secretary the highest wage in the industry, you might have an attractive benefits package. You might also want to let interested individuals know how and when they’ll be eligible for promotion or salary increases.
• Call to Action: Don’t leave the reader hanging when she or he gets to the bottom of the job description. Be sure to include a link or email address where applicants can send submission materials. Also, make sure to include the type of submission materials you prefer.
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Writing Your Medical Secretary Job Description: Dos and Don’ts
To help improve your chances of finding the perfect candidate, and to make your medical secretary job description look more professional, there are a few best practices to which you’ll want to adhere. Such practices include:
• DO be sure to include bullet lists with your description to give it a clean presentation that’s easy to scan.
• DON’T mention anything about benefits or salary if it could be considered a violation of your policy.
• DO include an email address or phone number where candidates can receive answers to their questions.
• DON’T forget to sprinkle information regarding your company culture throughout your job description. This information is essential and could mean the difference between a candidate submitting an application and deciding she or he isn’t a good match for your office.
• DO include the physical location of your office.
• DON’T pack your description with so many keyphrases and keywords that it looks forced. This usually sends the wrong message and makes your practice or office look unprofessional.
Writing a Job Description: Best Practices
- While having a medical secretary job description sample on hand can certainly prove useful, you might find the one above to be lacking for your specific needs. If so, know there are specific practices and dos and don’ts to bear in mind while crafting your job description. Be sure to use them to narrow down your pool of candidates and save time on sorting through submission materials from unqualified applicants. Such practices include:
- DO use language that’s specific and to-the-point. This paints an accurate picture of your practice or office and helps candidates decide whether they should submit resumes or cover letters.
- DO add bullets points throughout your job description wherever possible. Doing so make things easy to scan and easier to digest than large blocks of text
- DON’T mention anything about benefits or salary is doing so is against your most current policy.
- DO be sure to include a call to action as well as contact information at the bottom of your job description. Applicants should know who to get in touch with if they have questions and where they should submit application materials.
- DON’T forget to provide examples of your company policy throughout your job description. Let candidates know the type of personality you’re looking for and the type of work environment they can expect if selected for the job. As always, be specific and transparent.
- DON’T stuff too many keywords or key phrases throughout your job description. Doing so looks clunky, often comes across as unprofessional and may give the wrong impression about your business.