Work Environment
This occupation is typically found in the following Career Sector(s):
Videos on the Web
- Medical Secretary- from: Youtube Search
- Medical Secretary- from: icould [UK] Video
Most commonly reported Work Activities
- Interacting With Computers Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
- Processing Information Compiling, coding, categorising, calculating, tabulating, auditing, or verifying information or data.
- 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.
- Getting Information Observing, receiving, and otherwise obtaining information from all relevant sources.
- Communicating with Supervisors, Peers, or Subordinates Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
- Performing Administrative Activities Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
- Assisting and Caring for Others Providing personal assistance, medical attention, emotional support, or other personal care to others such as coworkers, customers, or patients.
- Making Decisions and Solving Problems Analysing information and evaluating results to choose the best solution and solve problems.
- Establishing and Maintaining Interpersonal Relationships Developing constructive and cooperative working relationships with others, and maintaining them over time.
- Documenting/Recording Information Entering, recording, storing, or maintaining information in written or electronic/magnetic form.
Working Life
The Secretary is responsible for organising the office, arranging efficient filing systems, retrieving medical reports and dealing with correspondence. They arrange patient appointments and arrange home visits; establish priorities and emergencies; keep records and deal with telephone enquiries. Medical Secretaries may also be involved in typing reports for conferences and specialist journals. In some cases medical secretaries may be required to reassure anxious patients and their relatives.
They take personal details and answer their questions and keep records of patients' visits for future reference.
They are based in an office, working office hours. They look after the budgets of the practice. A consultant might dictate information or notes onto a tape, for documents, patients' records, letters etc.
Most commonly reported Work Tasks
- Answer telephones and direct calls to appropriate staff.
- Schedule and confirm patient diagnostic appointments, surgeries, or medical consultations.
- Complete insurance or other claim forms.
- Greet visitors, ascertain purpose of visit, and direct them to appropriate staff.
- Transmit correspondence or medical records by mail, e-mail, or fax.
- Maintain medical records, technical library, or correspondence files.
- Receive and route messages or documents, such as laboratory results, to appropriate staff.
- Interview patients to complete documents, case histories, or forms, such as intake or insurance forms.
- 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.
- Perform bookkeeping duties, such as credits or collections, preparing and sending financial statements or bills, and keeping financial records.
Further Information
- Medical Secretary- from: N.C.S. [UK]
Qualities - Medical Secretary
As a medical secretary, you will need word processing skills, possibly shorthand and audio typing skills, and good English language ability.
Strong organisation skills are essential - you must be able to plan and prioritise your workload. Secretaries must be efficient and accurate, capable of paying close attention to detail and using a very methodical approach to their work.
Medical secretaries need strong communication and interpersonal skills, to deal with patients and their relatives, as well as a wide variety of medical staff. You should have a good telephone manner, and a polite and helpful approach to patients and relatives. You also need to think quickly and stay calm under pressure. Medical secretaries must be able to reassure anxious patients or their relatives.
You must have a respect for confidentiality and medical ethics, because you will deal with personal, confidential and sensitive information.
Interests - Medical Secretary
This occupation is typically suited for people with the following Career Interests:
Administrative
Administrative people are interested in work that offers security and a sense of being part of a larger process. They may be at their most productive under supervisors who give clear guidelines and while performing routine tasks in a methodical and reliable way.
They tend to enjoy clerical and most forms of office work, where they perform essential administrative duties. They often form the backbone of large and small organisations alike. They may enjoy being in charge of office filing systems, and using computers and other office equipment to keep things running smoothly. They usually like routine work hours and prefer comfortable indoor workplaces.
Social
The Social person's interests focus on interacting with the people in their environment. In all cases, the Social person enjoys the personal contact with other people in preference to the impersonal dealings with things, data and ideas found in other groups.
Many will seek out positions where there is direct contact with the public in some advisory role, whether a receptionist or a counsellor. Social people are motivated by an interest in different types of people and like diversity in their work environments. Many are drawn towards careers in the caring professions and social welfare area, whilst others prefer teaching and other 'informing' roles.
Enterprising
Enterprising people like situations that involve using resources for personal or corporate economic gain. Such people may have an opportunistic frame of mind, and are drawn to commerce, trade and making deals. Some pursue sales and marketing occupations. Many will eventually end up owning their own business, or in management roles in larger organisations. They tend to be very goal-oriented and work best when focused on a target. Some have an entrepreneurial inclination.
Entry / Progression - Medical Secretary
There are many pathways into a course in legal / medical studies that will also provide relevant skills. General experience in office work will also be an asset. You can build your skills, knowledge, and experience in many ways to grow towards a career in legal administration.
Sample Education and Training Pathways
A number of courses are available throughout the country that focus on learning and skills that may be useful for this career. The examples and links below may guide you in your research.
Further Education (FET)
Further Education & Training (FET) Courses are delivered by local ETBs, ranging in duration from several weeks up to 20 months. Courses are designed to meet the labour market needs and often include a large element of work experience.
Example search terms include: business administration, customer service, medical and office administration.
Search for FET Courses
PLC Courses (FET)
PLC courses are full-time courses, one or two years duration, with awards at Level 5 and 6 on the NFQ. They are offered nationally in Schools and Colleges of Further Education.
Example search terms include: business administration, customer service, medical administration, legal administration, office administration.
Search for PLC Courses
Apprenticeships:
Apprenticeships are structured work-based training programs that combine on-the-job training with classroom instruction. They run from 2 – 4 years and are open to individuals of all ages, including school leavers, those seeking a career change, and existing employees who wish to upskill.
Examples: Insurance.
Search for Apprenticeships
Higher Education CAO (Undergraduate)
Higher Education courses at Levels 6 to 8 on the NFQ, delivered in Universities and Technological Universities & Institutes. Courses run from 2 – 5 years and places are allocated on a points-based system, processed by the Central Application Office.
Example search terms include: business administration, finance.
Search for CAO Courses
Higher Education (Postgraduate)
Postgraduate courses are courses at Levels 9 and 10 on the NFQ and usually last 1 – 2 years full time, or longer if a PhD or part time. Entrants typically require an undergraduate award (Level 8).
Example search terms include: sales, business, accounts, management, finance.
Search for Postgraduate Courses
Pay & Salary - Medical Secretary
Salary Range (thousands per year)* €28k - €55k
Salaries vary based on employer, location, experience, duties, and role.
Data Source(s):
CPL/ Brightwater/ Collins McNicolas/ Morgan McKinley
Last Updated: March, 2023
Labour Market Updates - Medical Secretary
Note: The following information relates to occupations that include: Medical secretaries; Legal secretaries; Personal assistants and other secretaries; Typists and related keyboard occupations.
This information has been derived from the Solas National Skills Bulletin (2023).
Employment in this occupation has been declining annually since 2019, resulting in a negative average growth rate for the five-year period. Combined, the education, health and professional activities sectors accounted for over two-thirds of employment.
A high share of workers was employed in part-time roles (45%) and almost 40% were aged 55 years and older. As demand for PAs and secretaries falls, those leaving these roles may not be replaced which may see a continued decline in employment levels for this occupation.
Useful Contacts - Medical Secretary
-
Health Service Executive (HSE)
- Dr Steevens' Hospital, Steevens Lane, Dublin, 8
- 041 685 0300
- Click Here
-
Irish Medical Organisation
-
Health Management Institute of Ireland
- Heather House, Heather Road, Sandyford Business Park, Dublin 18
- (01) 297 4070
- [email protected]
- Click Here
