Medical administrative assistants (NOC 1243)

Medical administrative assistants perform some or all of the following duties:

• schedule and confirm medical appointments and receive and communicate messages for medical staff and patients
• enter and format electronically based medical reports and correspondence and prepare spreadsheets and documents for review
• interview patients in order to complete forms, documents and case histories
• complete insurance and other claim forms
• start and maintain confidential medical files and records
• prepare draft agendas for meetings and take, transcribe and distribute minutes
• prepare financial statements and billing procedures
• establish and maintain various internal office administrative support procedures such as document tracking and filing and monthly reporting
• order supplies and maintain inventory
• determine and establish office procedures and routines
• may supervise and train other staff in procedures and in use of current software

Medical administrative assistants work in the offices of health care professionals (e.g., physicians, dentists or other medical practitioners). Hours are usually set by the employer's clinic hours, which may include evenings or weekends. Those who work as ward secretaries in hospitals may sometimes be required to work on a shift system.

Since medical administrative assistants use computers for the majority of their work, these workers may be susceptible to back and neck injury from sitting at desks for extended periods of time, or to eye strain from viewing computer monitors. Medical administrative assistants are also at risk of contracting illnesses because they are in relatively close contact with patients, so precautions are taken to minimize the risk.

Education, training & qualifications

Completion of secondary school is the minimum education requirement, however, most employers require additional education in a related certificate or diploma program which could include:

• programs structured for medical or dental office administrators, such as a one-year Medical Office Assistant (MOA) certificate
• training in medical terminology or pharmacology, management software and basic medical office procedures
• specialized training in EMR systems

Additional beneficial skills for a person in this career include:

• a typing speed of 50–65 words per minute and knowledge of spreadsheet and database software
• an ability and comfort level adapting to new software programs due to changes in technology, such as the increasing use of electronic medical records (EMR)
• WCB Level 1 First Aid, CPR Level C and Workplace Hazardous Materials Information System (WHMIS) certification

Skills

• Clerical Ability
• Numerical Ability
• Detail-Oriented
• Finger Dexterity

View skills definitions

Education programs in B.C.

The following program areas are related to this occupation:

For more information about programs offered specifically for this career, visit EducationPlannerBC.

British Columbia's population growth and demographic shifts are putting pressure on the health-care system. This will result in the creation of some new jobs, however the majority of new job openings will result from retirements.

Most employers now require the completion of a Medical Office Assistant, Dental Office Assistant or related certificate or diploma program. Inexperienced workers who have not completed post-secondary studies related to this occupation will likely have more difficulty finding work. Individuals who have completed related post-secondary studies, have good knowledge of computers and software applications, and have previous experience working in the occupation will be in high demand.

The increasing use of electronic medical records, which is replacing paper-based record systems in many offices, requires that medical secretaries stay current with technological developments. Workers with specialized skills in computer software and information management technology.