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Become A Clinical Secretary

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Working As A Clinical Secretary

  • Interacting With Computers
  • Getting Information
  • Documenting/Recording Information
  • Organizing, Planning, and Prioritizing Work
  • Processing Information
  • Deal with People

  • Mostly Sitting

  • Repetitive

  • $50,237

    Average Salary

What Does A Clinical Secretary Do

Secretaries and administrative assistants perform routine clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.

Duties

Secretaries and administrative assistants typically do the following:

  • Answer telephones and take messages or transfer calls
  • Schedule appointments and update event calendars
  • Arrange staff meetings
  • Handle incoming and outgoing mail and faxes
  • Prepare memos, invoices, or other reports
  • Edit documents
  • Maintain databases and filing systems, whether electronic or paper
  • Perform basic bookkeeping

Secretaries and administrative assistants perform a variety of clerical and administrative duties that are necessary to run an organization efficiently. They use computer software to create spreadsheets; manage databases; and prepare presentations, reports, and documents. They also may negotiate with vendors, buy supplies, and manage stockrooms or corporate libraries. Secretaries and administrative assistants also use videoconferencing, fax, and other office equipment. Specific job duties vary by experience, job title, and specialty.

Executive secretaries and executive administrative assistants provide high-level administrative support for an office and for top executives of an organization. They often handle more complex responsibilities, such as reviewing incoming documents, conducting research, and preparing reports. Some also supervise clerical staff.

Legal secretaries perform work requiring knowledge of legal terminology and procedures. They prepare legal documents, such as summonses, complaints, motions, and subpoenas under the supervision of an attorney or a paralegal. They also review legal journals and help with legal research—for example, by verifying quotes and citations in legal briefs.

Medical secretaries transcribe dictation and prepare reports or articles for physicians or medical scientists. They also take simple medical histories of patients, arrange for patients to be hospitalized, or process insurance payments. Medical secretaries need to be familiar with medical terminology and codes, medical records, and hospital or laboratory procedures.

Secretaries and administrative assistants, except legal, medical, and executive is the largest subcategory of secretaries and administrative assistants. They handle an office’s administrative activities in almost every sector of the economy, including schools, government, and private corporations. For example, secretaries in schools are often responsible for handling most of the communications among parents, students, the community, teachers, and school administrators. They schedule appointments, receive visitors, and keep track of students’ records.

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How To Become A Clinical Secretary

High school graduates who have experience using computer software applications, such as word processing and spreadsheets, usually qualify for entry-level positions. Although most secretaries learn their job in several weeks, many legal and medical secretaries require additional training to learn industry-specific terminology. Executive secretaries usually need several years of related work experience.

Education

High school graduates can take courses in word processing and office procedures at technical schools or community colleges. Some temporary placement agencies also provide training in word processing, spreadsheet, and database software.

Some medical and legal secretaries learn industry-specific terminology and practices by attending courses offered at community colleges or technical schools. For executive secretary positions, employers increasingly prefer to hire those who have taken some college courses or have a bachelor’s degree.

Training

Secretaries and administrative assistants typically learn their skills through short-term on-the-job training, usually lasting a few weeks. During this time they learn about administrative procedures, including how to prepare documents. Medical and legal secretaries’ training may last several months as they learn industry-specific terminology and practices.

Work Experience in a Related Occupation

Executive secretaries can gain experience by working in administrative positions that have less challenging responsibilities. Many secretaries and administrative assistants advance to higher level administrative positions.

Licenses, Certifications, and Registrations

Although not required, certification can demonstrate competency to employers.

The International Association of Administrative Professionals offers the Certified Administrative Professional (CAP) certification. Candidates must have a minimum of 2 to 4 years of administrative work experience, depending on their level of education, and pass an examination.

Legal secretaries have several certification options. For example, those with 1 year of general office experience, or who have completed an approved training course, can acquire the Accredited Legal Professional (ALP) certification through a testing process administered by NALS (previously known as National Association of Legal Secretaries). NALS also offers the Professional Legal Secretary (PLS) certification, considered to be an advanced certification for legal support professionals.

The Certified Legal Secretary Specialist (CLSS) certification is conferred by Legal Secretaries International in areas such as intellectual property, criminal law, civil litigation, probate, and business law. Candidates typically need to have 5 years of legal experience and pass an examination to become certified.

Advancement

Secretaries and administrative assistants generally advance to other administrative positions with more responsibilities, such as office supervisor, office manager, or executive secretary.

With additional training, many legal secretaries become paralegals or legal assistants.

Important Qualities

Integrity. Many secretaries and administrative assistants are trusted to handle sensitive information. For example, medical secretaries collect patient data that is required, by law, to be kept confidential in order to protect patient privacy.

Interpersonal skills. Secretaries and administrative assistants interact with clients, customers, or staff. They should communicate effectively and be courteous when interacting with others to create a positive work environment and client experience.

Organizational skills. Secretaries and administrative assistants keep files, folders, and schedules in proper order so an office can run efficiently.

Writing skills. Secretaries and administrative assistants write memos and emails when communicating with managers, employees, and customers. Therefore, they must have good grammar, ensure accuracy, and maintain a professional tone.

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Clinical Secretary jobs

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Clinical Secretary Career Paths

Clinical Secretary
Office Manager Operations Manager General Manager
Account Manager
5 Yearsyrs
Administrator Secretary Office Manager Accounts Receivable Specialist
Accounts Receivable Manager
6 Yearsyrs
Clerk Typist Office Manager Business Office Manager
Business Office Director
8 Yearsyrs
Patient Access Representative Scheduler Human Resources Coordinator
Business Office Manager
8 Yearsyrs
Registered Nurse Nurse Case Manager
Career Manager
6 Yearsyrs
Patient Access Representative Registered Nurse Case Manager
Clinical Director
9 Yearsyrs
Registered Nurse Staff Nurse
Clinical Manager
8 Yearsyrs
Medical Transcriptionist Office Administrator Assistant Director
Director Of Admissions
7 Yearsyrs
Clerk Typist Legal Secretary Assistant Office Manager
Executive Assistant/Office Manager
6 Yearsyrs
Licensed Practical Nurse Physician
Medical Director
9 Yearsyrs
Home Health Aid Patient Care Technician Medical Assistant
Office Manager
5 Yearsyrs
Licensed Practical Nurse Staff Nurse
Patient Care Manager
9 Yearsyrs
Emergency Medical Technician Service Technician Service Supervisor
Patient Services Manager
8 Yearsyrs
Medical Transcriptionist Billing Specialist Practice Manager
Practice Administrator
10 Yearsyrs
Home Health Aid Unit Secretary Office Manager
Practice Manager
9 Yearsyrs
Office Manager Account Manager Operations Manager
Program Manager
8 Yearsyrs
Administrator Secretary Human Resources Coordinator Business Analyst
Quality Assurance Manager
9 Yearsyrs
Emergency Medical Technician Surgical Technician Practice Manager
Revenue Manager
8 Yearsyrs
Billing Specialist Specialist Case Manager
Service Director
9 Yearsyrs
Billing Specialist Home Health Aid Licensed Practical Nurse
Unit Manager
6 Yearsyrs
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Average Length of Employment
Ward Secretary 4.2 years
School Secretary 3.8 years
Hospital Secretary 3.6 years
Division Secretary 3.5 years
Unit Secretary 3.5 years
Church Secretary 3.5 years
Head Secretary 3.5 years
Unit Coordinator 3.4 years
Service Secretary 3.3 years
Clerk Secretary 3.3 years
Clerical Associate 3.1 years
Clerical Secretary 3.1 years
Schedule Clerk 3.1 years
Program Secretary 3.0 years
Clinical Secretary 3.0 years
Personal Secretary 2.9 years
Health Unit Clerk 2.8 years
Secretary 2.8 years
Medical Clerk 2.5 years
Office Secretary 2.5 years
Junior Secretary 2.4 years
Clinical Assistant 2.3 years
Medical Scheduler 2.0 years
Top Employers Before
Secretary 6.8%
Cashier 5.6%
Internship 2.8%
Volunteer 2.4%
Registrar 2.0%
Top Employers After
Secretary 7.6%
Manager 2.5%
Volunteer 2.2%

Clinical Secretary Demographics

Gender

Female

90.6%

Male

7.4%

Unknown

2.0%
Ethnicity

White

82.4%

Hispanic or Latino

10.5%

Asian

5.6%

Unknown

1.1%

Black or African American

0.4%
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Languages Spoken

Spanish

62.5%

Portuguese

9.4%

French

9.4%

Ukrainian

3.1%

Japanese

3.1%

Hindi

3.1%

Tagalog

3.1%

Thai

3.1%

Afrikaans

3.1%
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Clinical Secretary Education

Schools

University of Phoenix

10.9%

Tulsa Community College

7.6%

Wake Technical Community College

6.5%

Massasoit Community College

6.5%

Ashford University

6.5%

Community College of Vermont

6.5%

Grand Rapids Community College

5.4%

Horry-Georgetown Technical College

5.4%

Community College of Philadelphia

4.3%

Community Care College

4.3%

Kaplan University

4.3%

Franklin Pierce University

4.3%

Grand Canyon University

4.3%

University of North Texas

3.3%

Westmoreland County Community College

3.3%

Indiana University - Purdue University Indianapolis

3.3%

Temple University

3.3%

Boise State University

3.3%

Johnston Community College

3.3%

University of Massachusetts - Boston

3.3%
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Majors

Business

20.6%

Health Care Administration

18.2%

Nursing

10.7%

Psychology

6.8%

Medical Assisting Services

5.7%

Liberal Arts

4.2%

Medical Technician

4.2%

Criminal Justice

3.4%

Biology

2.9%

Management

2.6%

Human Resources Management

2.6%

Accounting

2.6%

Health/Medical Preparatory Programs

2.3%

General Studies

2.1%

Nursing Assistants

2.1%

Human Services

2.1%

Secretarial And Administrative Science

2.1%

Elementary Education

1.8%

Education

1.6%

Legal Support Services

1.6%
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Degrees

Other

32.3%

Bachelors

25.8%

Associate

20.1%

Certificate

10.0%

Masters

8.0%

Diploma

2.5%

Doctorate

0.9%

License

0.4%
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Job type you want
Full Time
Part Time
Internship
Temporary

Top Skills for A Clinical Secretary

ElectronicMedicalRecordClinicalStaffTelephoneCallsDataEntryPatientChartsPhoneCallsPatientCarePatientInformationCustomerServiceSurgeryEmergencyInsuranceFormsPhysicianOrdersPatientRecordsNewPatientsSchedulingPatientAppointmentsMedicalChartsHippaOfficeEquipmentAppropriateStaff

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Top Clinical Secretary Skills

  1. Electronic Medical Record
  2. Clinical Staff
  3. Telephone Calls
You can check out examples of real life uses of top skills on resumes here:
  • Scan and attach paperwork to electronic medical record for each patient.
  • Faxed/received all information from doctors/other clinical staff.
  • Answered high volume of inbound telephone calls; mailed instructions to patients regarding procedure preparations; also responsible for patient billing.
  • Opened and maintained patient medical records through data entry and verification of all admitting information.
  • Scheduled and verified patient appointments to include organizing and discharging patient charts.

Top Clinical Secretary Employers