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Become A Medical Records Receptionist

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Working As A Medical Records Receptionist

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

  • Mostly Sitting

  • Repetitive

  • $28,000

    Average Salary

What Does A Medical Records Receptionist 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 Records Receptionist

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 Records Receptionist Career Paths

Medical Records Receptionist
Medical Records Clerk Billing Specialist Team Leader
Operations Manager
7 Yearsyrs
Medical Records Clerk Billing Specialist Medical Coder
Office Manager
5 Yearsyrs
Medical Records Clerk Medical Coder Office Manager
Co-Owner
6 Yearsyrs
Office Assistant Executive Assistant Office Manager
General Manager
6 Yearsyrs
Office Assistant Executive Assistant Assistant Manager
Branch Manager
6 Yearsyrs
Office Assistant Administrator Office Manager
Practice Manager
9 Yearsyrs
Certified Nursing Assistant Team Leader Assistant Manager
Center Manager
6 Yearsyrs
Certified Nursing Assistant Team Leader Case Manager
Patient Care Manager
5 Yearsyrs
Certified Nursing Assistant Registered Nurse Supervisor Case Manager
Clinical Manager
8 Yearsyrs
Patient Service Representative Billing Specialist Executive Assistant
Administrative Manager
6 Yearsyrs
Patient Service Representative Licensed Practical Nurse Administrator
Business Office Manager
7 Yearsyrs
Patient Service Representative Accounts Receivable Specialist Accounts Receivable Supervisor
Accounts Receivable Manager
6 Yearsyrs
Front Desk Coordinator Office Administrator Human Resources Generalist
Office Manager Of Human Resources
6 Yearsyrs
Front Desk Coordinator Patient Care Coordinator Case Manager
Director Of Admissions
7 Yearsyrs
Front Desk Coordinator Account Representative Medical Coder
Billing Manager
7 Yearsyrs
Home Health Aid Consultant Account Manager
Client Services Manager
7 Yearsyrs
Home Health Aid Administrator Practice Administrator
Billing Supervisor
6 Yearsyrs
Unit Secretary Legal Secretary Assistant Office Manager
Billing Office Manager
6 Yearsyrs
Unit Secretary Medical Transcriptionist Medical Instructor
Medical Billing Manager
6 Yearsyrs
Unit Secretary Patient Coordinator Practice Administrator
Patient Account Manager
7 Yearsyrs
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Help others decide if this is a good career for them

Average Length of Employment
Medical Clerk 2.7 years
Medical Scheduler 2.3 years
Top Careers Before Medical Records Receptionist
Receptionist 16.2%
Cashier 11.4%
Internship 3.1%
Assistant 2.0%
Server 1.8%
Waitress 1.6%
Secretary 1.6%
Top Careers After Medical Records Receptionist
Receptionist 15.8%
Cashier 7.7%
Server 2.4%
Secretary 1.7%
Internship 1.7%

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Top Skills for A Medical Records Receptionist

  1. Medical Records
  2. Patient Care
  3. Insurance Companies
You can check out examples of real life uses of top skills on resumes here:
  • Reviewed, analyzed and managed coding of diagnostic and treatment procedures contained in outpatient medical records.
  • Maintained record of patient care by compiling, reviewing and filing documentation electronically.
  • Copied and mailed/faxed medical records to different insurance companies, law offices, other clinics, or to the patient.
  • Answered incoming phone calls Stored criminal reports into computers organized files
  • Set up Medicare Billing * Medicaid/Insurance Billing * Filing/Setting up charts/Scheduling appointments

Medical Records Receptionist Demographics

Gender

Female

80.9%

Unknown

12.3%

Male

6.7%
Ethnicity

White

61.3%

Hispanic or Latino

19.8%

Black or African American

10.7%

Asian

5.1%

Unknown

3.1%
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Foreign Languages Spoken

Spanish

74.2%

French

5.6%

Russian

3.4%

Hindi

3.4%

Hmong

2.2%

Arabic

2.2%

Swahili

1.1%

Portuguese

1.1%

Gujarati

1.1%

Bosnian

1.1%

Italian

1.1%

Urdu

1.1%

Lingala

1.1%

Bemba

1.1%
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Medical Records Receptionist Education

Schools

University of Phoenix

18.8%

Everest Institute

7.5%

Ashford University

5.6%

Kaplan University

5.6%

The Academy

5.0%

Branford Hall Career Institute - Branford Campus

5.0%

University of South Florida

4.4%

Ultimate Medical Academy - Clearwater

4.4%

Western Washington University

4.4%

Ashworth College

4.4%

Essex County College

4.4%

Prince George's Community College

3.8%

Portland Community College

3.8%

Strayer University

3.8%

Grand Canyon University

3.8%

Springfield Technical Community College

3.1%

Macomb Community College

3.1%

University of Arkansas at Little Rock

3.1%

Pima Community College

3.1%

University of Pennsylvania

3.1%
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Majors

Health Care Administration

20.6%

Business

18.0%

Medical Assisting Services

14.3%

Nursing

9.4%

General Studies

4.4%

Criminal Justice

3.5%

Psychology

3.5%

Accounting

2.8%

Secretarial And Administrative Science

2.5%

Nursing Assistants

2.4%

Health/Medical Preparatory Programs

2.3%

Liberal Arts

2.3%

Biology

2.0%

Insurance

1.9%

Social Work

1.8%

Pharmacy

1.8%

Medical Technician

1.7%

Computer Information Systems

1.7%

Cosmetology

1.5%

Human Services

1.5%
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Degrees

Other

39.9%

Associate

22.4%

Bachelors

17.6%

Certificate

10.8%

Diploma

4.6%

Masters

3.5%

License

1.2%
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