Psychiatric Secretary Career

*A job as a Psychiatric Secretary falls under the broader career category of Medical Secretaries and Administrative Assistants. The information on this page will generally apply to all careers in this category but may not specifically apply to this career title.

Job Description for Medical Secretaries and Administrative Assistants : Perform secretarial duties using specific knowledge of medical terminology and hospital, clinic, or laboratory procedures. Duties may include scheduling appointments, billing patients, and compiling and recording medical charts, reports, and correspondence.


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Medical Secretaries and Administrative Assistant Career

What Medical Secretaries and Administrative Assistants do:

  • Answer telephones and direct calls to appropriate staff.
  • Schedule and confirm patient diagnostic appointments, surgeries, or medical consultations.
  • Transmit correspondence or medical records by mail, e-mail, or fax.
  • 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.
  • Receive and route messages or documents, such as laboratory results, to appropriate staff.
  • Greet visitors, ascertain purpose of visit, and direct them to appropriate staff.
  • Perform bookkeeping duties, such as credits or collections, preparing and sending financial statements or bills, and keeping financial records.
  • Interview patients to complete documents, case histories, or forms, such as intake or insurance forms.
  • Complete insurance or other claim forms.
  • Maintain medical records, technical library, or correspondence files.
  • Perform various clerical or administrative functions, such as ordering and maintaining an inventory of supplies.
  • Compile and record medical charts, reports, or correspondence, using typewriter or personal computer.
  • Schedule tests or procedures for patients, such as lab work or x-rays, based on physician orders.
  • Transcribe recorded messages or practitioners' diagnoses or recommendations into patients' medical records.
  • Prepare correspondence or assist physicians or medical scientists with preparation of reports, speeches, articles, or conference proceedings.
  • Arrange hospital admissions for patients.

What work activities are most important?

Importance Activities

Working 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, categorizing, 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 - Analyzing 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, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.

Scheduling Work and Activities - Scheduling events, programs, and activities, as well as the work of others.

Updating and Using Relevant Knowledge - Keeping up-to-date technically and applying new knowledge to your job.

Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish your work.

Evaluating Information to Determine Compliance with Standards - Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.

Communicating with People Outside the Organization - Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.

Coordinating the Work and Activities of Others - Getting members of a group to work together to accomplish tasks.

Analyzing Data or Information - Identifying the underlying principles, reasons, or facts of information by breaking down information or data into separate parts.

Interpreting the Meaning of Information for Others - Translating or explaining what information means and how it can be used.

Resolving Conflicts and Negotiating with Others - Handling complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others.

Identifying Objects, Actions, and Events - Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.

Judging the Qualities of Objects, Services, or People - Assessing the value, importance, or quality of things or people.

Selling or Influencing Others - Convincing others to buy merchandise/goods or to otherwise change their minds or actions.

Monitoring and Controlling Resources - Monitoring and controlling resources and overseeing the spending of money.

Developing Objectives and Strategies - Establishing long-range objectives and specifying the strategies and actions to achieve them.

Thinking Creatively - Developing, designing, or creating new applications, ideas, relationships, systems, or products, including artistic contributions.

Monitoring Processes, Materials, or Surroundings - Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.

Training and Teaching Others - Identifying the educational needs of others, developing formal educational or training programs or classes, and teaching or instructing others.

Providing Consultation and Advice to Others - Providing guidance and expert advice to management or other groups on technical, systems-, or process-related topics.

Developing and Building Teams - Encouraging and building mutual trust, respect, and cooperation among team members.

Staffing Organizational Units - Recruiting, interviewing, selecting, hiring, and promoting employees in an organization.

Coaching and Developing Others - Identifying the developmental needs of others and coaching, mentoring, or otherwise helping others to improve their knowledge or skills.

Handling and Moving Objects - Using hands and arms in handling, installing, positioning, and moving materials, and manipulating things.

Estimating the Quantifiable Characteristics of Products, Events, or Information - Estimating sizes, distances, and quantities; or determining time, costs, resources, or materials needed to perform a work activity.

Controlling Machines and Processes - Using either control mechanisms or direct physical activity to operate machines or processes (not including computers or vehicles).

Holland Code Chart for a Medical Secretaries and Administrative Assistant