Medical Secretary Job Description Template

Use this Medical Secretary job description template to advertise the open roles for free using You can use this template as a starting point, modify the requirements according the needs of your organization or the client you are hiring for.

Job Brief

We are looking for a Medical Secretary to support our medical office. Patients, visitors and medical staff will turn to you for information and help with administrative issues.

Our medical secretary should be efficient and well-spoken with experience running a medical office. If you are patient, computer-savvy and can multitask, we’d like to meet you.

Your goal will be to ensure the smooth workflow of our medical facilities, so that our patients receive the best possible care.


  • Receive and assist patients as needed
  • Type medical documents (e.g. physician dictations and patient charts)
  • Maintain detailed patient and medical records
  • Manage office communications (e.g. phone, correspondence)
  • Schedule medical appointments
  • Work with insurance companies to process claims
  • Process invoices, bills and payments
  • Ensure confidentiality of sensitive information


  • Proven experience as a medical secretary or similar administrative position
  • Knowledge of medical terminology, regulations and medical office procedures; knowledge of medical coding is strongly desired
  • Experience processing insurance claims
  • Familiarity with basic bookkeeping
  • Knowledge of MS Office, databases and EHR systems
  • Outstanding communication skills
  • Patience and discretion
  • Organizational and multitasking skills
  • High school diploma; additional training in Medical Administration is a plus

What does Medical Secretary do?

A medical secretary performs various administrative tasks to ensure the smooth operation of a medical office or healthcare facility. On a day-to-day basis, their responsibilities may include:

  1. Scheduling appointments: They manage the appointment system, schedule patient visits, and coordinate with physicians' schedules.

  2. Answering and directing phone calls: They handle incoming calls, take messages, and direct patients to the appropriate department or healthcare provider.

  3. Greeting patients: They welcome patients, verify their personal and insurance information, and provide necessary forms or paperwork.

  4. Managing patient records: They maintain and update patient records, including medical histories, examination results, and treatment plans, using electronic health record systems.

  5. Billing and insurance tasks: They may assist in processing insurance claims, collecting payments, and providing patients with information regarding financial policies and options.

  6. Transcribing and filing medical documents: They transcribe medical notes, reports, and correspondence dictated by healthcare providers. They also maintain and organize patient files, ensuring confidentiality.

  7. Assisting with medical procedures: They may help with simple medical procedures such as measuring vital signs, collecting specimens, or preparing patients for examinations.

  8. Ordering and stocking supplies: They monitor inventory levels of office supplies and medical equipment, and place orders as necessary.

  9. Coordinating referrals and specialist appointments: They arrange appointments with specialists and ensure referral documents are handled appropriately.

  10. Maintaining office cleanliness and organization: They help keep the office environment sanitized and tidy, including exam rooms and waiting areas.

Additionally, a medical secretary may also assist with handling correspondence, managing medical records systems, maintaining confidentiality, and performing other administrative duties as needed.