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Become A Medical Office Administrator

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Working As A Medical Office Administrator

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

  • Mostly Sitting

  • Repetitive

  • $33,040

    Average Salary

What Does A Medical Office Administrator 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 Medical Office Administrator

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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Medical Office Administrator jobs

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Medical Office Administrator Career Paths

Medical Office Administrator
Practice Manager Project Manager General Manager
Account Manager
5 Yearsyrs
Clerk Office Manager Accounts Receivable Specialist
Accounts Receivable Manager
6 Yearsyrs
Specialist Security Officer Night Auditor
Assistant General Manager
5 Yearsyrs
Patient Service Representative Billing Specialist
Billing Manager
7 Yearsyrs
Practice Manager Operations Director Business Developer
Business Manager
7 Yearsyrs
Service Representative Accounts Payable Clerk Business Office Manager
Business Office Director
8 Yearsyrs
Administrative Coordinator Human Resources Coordinator
Business Office Manager
8 Yearsyrs
Patient Service Representative Patient Access Representative Registered Nurse
Career Manager
6 Yearsyrs
Specialist Operations Manager Assistant Director
Director Of Admissions
7 Yearsyrs
Service Representative Legal Assistant Assistant Office Manager
Executive Assistant/Office Manager
6 Yearsyrs
Clinical Manager Physician Assistant Medical Transcriptionist
Medical Office Manager
5 Yearsyrs
Administrative Coordinator Project Coordinator Assistant Project Manager
Office Manager
5 Yearsyrs
Registered Nurse Staff Nurse
Patient Care Manager
9 Yearsyrs
Scheduler Service Representative Service Supervisor
Patient Services Manager
8 Yearsyrs
Clerk Billing Specialist Practice Manager
Practice Administrator
10 Yearsyrs
Registered Nurse Registered Nurse Case Manager Clinical Manager
Practice Manager
9 Yearsyrs
Instructor Assistant Director Director Of Food And Beverage
Resident Manager
5 Yearsyrs
Scheduler Human Resources Coordinator Business Office Manager
Revenue Manager
8 Yearsyrs
Human Resources Coordinator Program Manager General Manager
Service Director
9 Yearsyrs
Human Resources Coordinator Specialist Operations Manager
Site Manager
7 Yearsyrs
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Average Length of Employment
Surgery Scheduler 3.3 years
Medical Assistant 2.9 years
Clinical Secretary 2.8 years
Office Associate 2.7 years
Medical Clerk 2.5 years
Scheduler 2.4 years
Medical Doctor MD 2.4 years
Office Assistance 2.4 years
Doctor Assistant 2.3 years
Patient Liaison 2.3 years
Front Office Clerk 2.2 years
Medical Scheduler 2.0 years
Office Assistant 2.0 years
Foot Specialist 1.6 years
Medical Internship 0.7 years
Top Employers Before
Cashier 5.8%
Secretary 3.7%
Internship 2.6%
Manager 2.2%
Top Employers After
Specialist 2.8%
Cashier 2.8%

Medical Office Administrator Demographics

Gender

Female

87.8%

Male

9.9%

Unknown

2.2%
Ethnicity

White

77.6%

Hispanic or Latino

13.2%

Asian

6.9%

Unknown

1.7%

Black or African American

0.6%
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Languages Spoken

Spanish

58.8%

French

8.8%

Russian

4.4%

Mandarin

4.4%

Cantonese

4.4%

Chinese

2.6%

Italian

2.6%

Portuguese

1.8%

Greek

1.8%

Arabic

1.8%

Bulgarian

0.9%

Hindi

0.9%

Somali

0.9%

German

0.9%

Romanian

0.9%

Samoan

0.9%

Malay

0.9%

Carrier

0.9%

Armenian

0.9%

Korean

0.9%
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Medical Office Administrator Education

Schools

University of Phoenix

20.3%

The Community College of Baltimore County

7.0%

Johns Hopkins University

6.4%

Heald College - Central Administrative Office

5.9%

Strayer University

5.9%

Kaplan University

5.9%

Ultimate Medical Academy - Clearwater

4.3%

Concorde Career College

4.3%

Illinois Central College

4.3%

Everest Institute

3.7%

Southern New Hampshire University

3.7%

Remington College

3.7%

Liberty University

3.7%

Ashford University

3.2%

Baltimore City Community College

3.2%

Davenport University

3.2%

Grand Canyon University

3.2%

University of Maryland - University College

2.7%

South University

2.7%

College of Southern Nevada

2.7%
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Majors

Health Care Administration

27.1%

Business

19.1%

Medical Assisting Services

12.0%

Nursing

7.2%

Management

4.2%

Psychology

3.0%

Accounting

3.0%

General Studies

2.9%

Computer Information Systems

2.3%

Public Health

2.0%

Nursing Assistants

2.0%

Human Resources Management

2.0%

Criminal Justice

1.9%

Liberal Arts

1.9%

Biology

1.7%

Education

1.6%

Medical Technician

1.6%

Health/Medical Preparatory Programs

1.4%

Information Technology

1.4%

Marketing

1.4%
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Degrees

Other

32.6%

Bachelors

24.3%

Associate

19.3%

Certificate

9.0%

Masters

8.4%

Diploma

5.0%

License

0.8%

Doctorate

0.6%
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Job type you want
Full Time
Part Time
Internship
Temporary

Top Skills for A Medical Office Administrator

ElectronicMedicalRecordsPatientReferralsAppointmentSchedulingMedicalOfficeCustomerServiceDataEntryInsuranceCompaniesPatientChartsPatientInformationPatientAppointmentsInsuranceFormsSurgeryPatientCareFrontOfficeInsuranceVerificationOfficeSuppliesFrontDeskPhoneCallsPatientRecordsMedicalBilling

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Top Medical Office Administrator Skills

  1. Electronic Medical Records
  2. Patient Referrals
  3. Appointment Scheduling
You can check out examples of real life uses of top skills on resumes here:
  • Scan patient information and documents into patient electronic medical records.
  • Coordinated and facilitated patient referrals to specialists, interfacing with managed care companies.
  • Used patient safety standards through correct identification of all patients by validating and updating patient demographic information during appointment scheduling.
  • Ordered medical office supplies and medications.
  • Managed physician schedules relative to the delivery of adequate patient care and quality customer service.

Top Medical Office Administrator Employers

Medical Office Administrator Videos

Office Manager, Career Video from drkit.org

Medical Office Management | The High-Growth Medical Career [WEBINAR]

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