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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

    • Transcribe recorded messages or practitioners' diagnoses or recommendations into patients' medical 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.
    • Compile and record medical charts, reports, or correspondence, using typewriter or personal computer.
    • Perform bookkeeping duties, such as credits or collections, preparing and sending financial statements or bills, and keeping financial records.
    • Interview patients to complete documents, case histories, or forms, such as intake or insurance forms.
    • Greet visitors, ascertain purpose of visit, and direct them to appropriate staff.
    • Maintain medical records, technical library, or correspondence files.
    • Perform bookkeeping duties, such as credits or collections, preparing and sending financial statements or bills, and keeping financial records.
    • Perform bookkeeping duties, such as credits or collections, preparing and sending financial statements or bills, and keeping financial 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.
    • Schedule tests or procedures for patients, such as lab work or x-rays, based on physician orders.
    • Arrange hospital admissions for patients.
    • Transcribe recorded messages or practitioners' diagnoses or recommendations into patients' medical records.
    • 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.
    • Receive and route messages or documents, such as laboratory results, to appropriate staff.
    • Transmit correspondence or medical records by mail, e-mail, or fax.
    • Answer telephones and direct calls to appropriate staff.
    • 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.
    • Greet visitors, ascertain purpose of visit, and direct them to appropriate staff.

    Skills

    • Operations Monitoring

      Watching gauges, dials, or display screens to make sure a machine is working.

    • Negotiation

      Bringing people together to solve differences.

    • Programming

      Writing computer programs.

    • Instructing

      Teaching people how to do something.

    • Management of Material Resources

      Managing equipment and materials.

    • Monitoring

      Keeping track of how well people and/or groups are doing in order to make improvements.

    • Quality Control Analysis

      Testing how well a product or service works.

    • Time Management

      Managing your time and the time of other people.

    • Complex Problem Solving

      Noticing a problem and figuring out the best way to solve it.

    • Installation

      Installing equipment, machines, wiring, or computer programs.

    • Coordination

      Changing what is done based on other people's actions.

    • Equipment Selection

      Deciding what kind of tools and equipment are needed to do a job.

    • Operations Analysis

      Figuring out what a product or service needs to be able to do.

    • Troubleshooting

      Figuring out what is causing equipment, machines, wiring, or computer programs to not work.

    • Judgment and Decision Making

      Thinking about the pros and cons of different options and picking the best one.

    • Management of Personnel Resources

      Selecting and managing the best workers for a job.

    • Service Orientation

      Looking for ways to help people.

    • Social Perceptiveness

      Understanding people's reactions.

    • Technology Design

      Making equipment and technology useful for customers.

    • Repairing

      Repairing machines or systems using the right tools.

    • Speaking

      Talking to others.

    • Mathematics

      Using math to solve problems.

    • Science

      Using scientific rules and strategies to solve problems.

    • Critical Thinking

      Thinking about the pros and cons of different ways to solve a problem.

    • Systems Analysis

      Figuring out how a system should work and how changes in the future will affect it.

    • Systems Evaluation

      Measuring how well a system is working and how to improve it.

    • Equipment Maintenance

      Planning and doing the basic maintenance on equipment.

    • Persuasion

      Talking people into changing their minds or their behavior.

    • Management of Financial Resources

      Making spending decisions and keeping track of what is spent.

    • Operation and Control

      Using equipment or systems.

    • Reading Comprehension

      Reading work-related information.

    • Active Listening

      Listening to others, not interrupting, and asking good questions.

    • Writing

      Writing things for co-workers or customers.

    • Active Learning

      Figuring out how to use new ideas or things.

    • Learning Strategies

      Using the best training or teaching strategies for learning new things.

    WorkKeys®

    Applied Math
    3
    Workplace Documents
    4
    Graphic Literacy
    4

    Abilities

    • Dynamic Strength

      Exercising for a long time without your muscles getting tired.

    • Mathematical Reasoning

      Choosing the right type of math to solve a problem.

    • Perceptual Speed

      Quickly comparing groups of letters, numbers, pictures, or other things.

    • Number Facility

      Adding, subtracting, multiplying, or dividing.

    • Speed of Closure

      Quickly knowing what you are looking at.

    • Manual Dexterity

      Holding or moving items with your hands.

    • Gross Body Equilibrium

      Keeping your balance or staying upright.

    • Problem Sensitivity

      Noticing when problems happen.

    • Depth Perception

      Deciding which thing is closer or farther away from you, or deciding how far away it is from you.

    • Extent Flexibility

      Bending, stretching, twisting, or reaching with your body, arms, and/or legs.

    • Night Vision

      Seeing at night or under low light.

    • Inductive Reasoning

      Making general rules or coming up with answers from lots of detailed information.

    • Memorization

      Remembering words, numbers, pictures, or steps.

    • Deductive Reasoning

      Using rules to solve problems.

    • Written Expression

      Communicating by writing.

    • Information Ordering

      Ordering or arranging things.

    • Spatial Orientation

      Knowing where things are around you.

    • Peripheral Vision

      Seeing something to your side when your are looking ahead.

    • Hearing Sensitivity

      Telling the difference between sounds.

    • Response Orientation

      Quickly deciding if you should move your hand, foot, or other body part.

    • Dynamic Flexibility

      Quickly and repeatedly bending, stretching, twisting, or reaching out with your body, arms, and/or legs.

    • Auditory Attention

      Paying attention to one sound while there are other distracting sounds.

    • Far Vision

      Seeing details that are far away.

    • Speed of Limb Movement

      Quickly moving your arms and legs.

    • Arm-Hand Steadiness

      Keeping your arm or hand steady.

    • Speech Recognition

      Recognizing spoken words.

    • Fluency of Ideas

      Coming up with lots of ideas.

    • Visualization

      Imagining how something will look after it is moved around or changed.

    • Selective Attention

      Paying attention to something without being distracted.

    • Written Comprehension

      Reading and understanding what is written.

    • Time Sharing

      Doing two or more things at the same time.

    • Flexibility of Closure

      Seeing hidden patterns.

    • Originality

      Creating new and original ideas.

    • Multilimb Coordination

      Using your arms and/or legs together while sitting, standing, or lying down.

    • Reaction Time

      Quickly moving your hand, finger, or foot based on a sound, light, picture or other command.

    • Visual Color Discrimination

      Noticing the difference between colors, including shades and brightness.

    • Control Precision

      Quickly changing the controls of a machine, car, truck or boat.

    • Category Flexibility

      Grouping things in different ways.

    • Oral Comprehension

      Listening and understanding what people say.

    • Finger Dexterity

      Putting together small parts with your fingers.

    • Stamina

      Exercising for a long time without getting out of breath.

    • Glare Sensitivity

      Seeing something even if there is a glare or very bright light.

    • Rate Control

      Changing when and how fast you move based on how something else is moving.

    • Explosive Strength

      Jumping, sprinting, or throwing something.

    • Wrist-Finger Speed

      Making fast, simple, repeated movements of your fingers, hands, and wrists.

    • Trunk Strength

      Using your lower back and stomach.

    • Gross Body Coordination

      Moving your arms, legs, and mid-section together while your whole body is moving.

    • Near Vision

      Seeing details up close.

    • Sound Localization

      Noticing the direction that a sound came from.

    • Static Strength

      Lifting, pushing, pulling, or carrying.

    • Speech Clarity

      Speaking clearly.

    • Oral Expression

      Communicating by speaking.

    Knowledge

    • 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.

    • 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.

    • Sales and Marketing

      Knowledge of principles and methods for showing, promoting, and selling products or services. This includes marketing strategy and tactics, product demonstration, sales techniques, and sales control systems.

    • 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.

    • Biology

      Knowledge of plant and animal organisms, their tissues, cells, functions, interdependencies, and interactions with each other and the environment.

    • Design

      Knowledge of design techniques, tools, and principles involved in production of precision technical plans, blueprints, drawings, and models.

    • Physics

      Knowledge and prediction of physical principles, laws, their interrelationships, and applications to understanding fluid, material, and atmospheric dynamics, and mechanical, electrical, atomic and sub-atomic structures and processes.

    • Psychology

      Knowledge of human behavior and performance; individual differences in ability, personality, and interests; learning and motivation; psychological research methods; and the assessment and treatment of behavioral and affective disorders.

    • Administration and Management

      Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.

    • Personnel and Human Resources

      Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.

    • Philosophy and Theology

      Knowledge of different philosophical systems and religions. This includes their basic principles, values, ethics, ways of thinking, customs, practices, and their impact on human culture.

    • History and Archeology

      Knowledge of historical events and their causes, indicators, and effects on civilizations and cultures.

    • Sociology and Anthropology

      Knowledge of group behavior and dynamics, societal trends and influences, human migrations, ethnicity, cultures, and their history and origins.

    • Food Production

      Knowledge of techniques and equipment for planting, growing, and harvesting food products (both plant and animal) for consumption, including storage/handling techniques.

    • Building and Construction

      Knowledge of materials, methods, and the tools involved in the construction or repair of houses, buildings, or other structures such as highways and roads.

    • Chemistry

      Knowledge of the chemical composition, structure, and properties of substances and of the chemical processes and transformations that they undergo. This includes uses of chemicals and their interactions, danger signs, production techniques, and disposal methods.

    • Foreign Language

      Knowledge of the structure and content of a foreign (non-English) language including the meaning and spelling of words, rules of composition and grammar, and pronunciation.

    • Law and Government

      Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.

    • Telecommunications

      Knowledge of transmission, broadcasting, switching, control, and operation of telecommunications systems.

    • Public Safety and Security

      Knowledge of relevant equipment, policies, procedures, and strategies to promote effective local, state, or national security operations for the protection of people, data, property, and institutions.

    • Transportation

      Knowledge of principles and methods for moving people or goods by air, rail, sea, or road, including the relative costs and benefits.

    • Economics and Accounting

      Knowledge of economic and accounting principles and practices, the financial markets, banking, and the analysis and reporting of financial data.

    • 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.

    • Geography

      Knowledge of principles and methods for describing the features of land, sea, and air masses, including their physical characteristics, locations, interrelationships, and distribution of plant, animal, and human life.

    • Fine Arts

      Knowledge of the theory and techniques required to compose, produce, and perform works of music, dance, visual arts, drama, and sculpture.

    • Therapy and Counseling

      Knowledge of principles, methods, and procedures for diagnosis, treatment, and rehabilitation of physical and mental dysfunctions, and for career counseling and guidance.

    • Production and Processing

      Knowledge of raw materials, production processes, quality control, costs, and other techniques for maximizing the effective manufacture and distribution of goods.

    • Computers and Electronics

      Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

    • Engineering and Technology

      Knowledge of the practical application of engineering science and technology. This includes applying principles, techniques, procedures, and equipment to the design and production of various goods and services.

    • Mechanical

      Knowledge of machines and tools, including their designs, uses, repair, and maintenance.

    • Mathematics

      Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.

    • Education and Training

      Knowledge of principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects.

    • English Language

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

    Career Video

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    Pay

    • Ohio Annual Salary 37750/yr
    • Typical Salary
    • Ohio Hourly Wage 18.15/hr
    • Typical Hourly Wage

    Ohio Employment Trends

    • Currently Employed 34,110
    • Yearly Projected Openings 3740

    Typical Education

    Personality

    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

    Tools

    • Desktop computers
    • Dictation machines
    • Hospital intercom systems
    • Laser fax machine
    • Laser printers
    • Magnetic stripe readers and encoders
    • Notebook computers
    • Personal computers
    • Photocopiers
    • Premise branch exchange PBX systems
    • Scanners
    • Special purpose telephones

    Technology

    • Accounting software
    • Calendar and scheduling software
    • Cloud-based data access and sharing software
    • Data base user interface and query software
    • Desktop publishing software
    • Electronic mail software
    • Graphics or photo imaging software
    • Internet browser software
    • Medical software
    • Office suite software
    • Operating system software
    • Point of sale POS software
    • Presentation software
    • Spreadsheet software
    • Word processing software

    Tags

    • InDemand occupations are considered a priority by the state of Ohio.
    • Apprenticeships are available for this occupation. These programs can help you get hands-on experience and build your skills.
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