What Is a Medical Secretary? Getting Started in Health Care

A medical secretary works for a senior member of staff in a medical facility or a group of medical staff. They ensure the hospital department, clinic, or health centre runs smoothly and efficiently. Becoming a medical secretary can be rewarding for someone who is meticulous, organised, enjoys interacting with people, and can use software programs. 

The healthcare industry is growing in the UK, and many jobs are in demand. At the top of this list are healthcare managers and assistants which include medical secretaries.

Learn all about medical secretaries and how to become one.

What is a medical secretary?

Medical secretaries perform administrative tasks and are knowledgeable about a medical office’s processes. In this role, you support a medical professional or team by keeping doctor’s diaries up to date, monitoring waiting lists, handling patient queries, keeping records, and managing budgets.  

Where does a medical secretary work?

Medical secretaries generally work in general practice (GP) surgeries, NHS facilities such as cancer care centres, specialist clinics, and NHS and private hospitals.  

What does a medical secretary do?

A medical secretary’s tasks and duties vary according to individual roles, but in general, you’ll have responsibility for:

• Making sure patients complete their intake forms and personal and medical histories

• Using software programs to record medical charts, reports, and other details

• Scheduling patient appointments for surgeries, check-ups, and consultations

• Answering the telephone and directing calls to the appropriate staff member

• Maintaining administrative organisation with spreadsheets and word processing systems to prepare invoices, medical records, reports, and more

• Organising medical and paper records in the office

• Sending out medical samples for testing

What differentiates a medical secretary from other secretaries, such as legal secretaries or administrative secretaries, is their knowledge of medical procedures, terminology, and software systems. 

Skills needed 

Medical secretaries should have the following workplace skills:

• Effective communication (written and oral)

• Organisational skills

• Patience

• Time management

• Empathy

• Attention to detail

• Flexibility

A medical secretary should also have some technical skills:

• Knowledge of medical terminology and procedures

• Familiarity with basic bookkeeping skills 

• Experience with software systems, especially those used by medical offices

• Ability to send emails, generate reports and keep track of scheduling

Keeping up with the times and technology

Over the years, medical offices have become much more digitised. Patient records, medical histories, finances, and more, are now all accessible on data-driven software programs tailored to the medical industry.

Enrol in the course eHealth: More Than Just an Electronic Record from the University of Sydney, or dive into the Healthcare IT Support Specialisation from Johns Hopkins University.

Salary and job outlook

Medical secretaries in the UK can earn an annual salary of between £17,500 and £24,000 per year, depending on experience, according to the National Careers Service [1]. 

Being a medical secretary can provide a steady income in a field that always has a high need. You can earn more certifications or move into another higher-paying role within the healthcare industry as you gain more experience.

Requirements for becoming a medical secretary

Before you start applying for jobs, make sure you have all the requirements. Here are the education, training, and certification requirements for becoming a medical secretary.

Education and training

You can take one of several avenues to become a medical secretary, such as a college course, apprenticeship, related work experience, or direct application. At the college level, you can earn a level 2 college qualification or equivalent and have good numeracy, IT, and literacy skills. You might also consider an 18-month apprenticeship or further courses. If you currently work in a healthcare setting, you can use your experience to apply for a position. Applying out of secondary school is also a possibility, with most employers expecting English and other GCSEs at grades 9 to 4.

Certifications

You do not need a certification to become a medical secretary. However, like many professions, it can help you stand out when searching for jobs and help you progress to more senior roles.

As you progress in your career, you may decide to take more courses to bolster your skills and help you step up. You might consider a level 2 certificate and diploma in medical administration or a certificate in medical terminology. 

How to become a medical secretary

Get started on your career as a medical secretary by following these steps:

1. Finish your education

Start by gaining a solid foundation by earning GCSEs. You might then move on to college to study a relevant level 2 qualification, such as T levels or a diploma in medical administration. You may also look into an apprenticeship to learn while getting paid. Do your research to decide which programme is right for you, your budget, and your lifestyle.

2. Get certified

It is optional to get certified, but can be useful. Your CV will be stronger, and you’ll have access to a wider range of job opportunities. 

3. Start working as a secretary

After completing your education, you may decide to apply directly for medical secretary roles. You might find a word processing qualification and knowledge of medical terminology useful.

4. Apply for jobs

Once you have gained some work experience, apply for more medical secretary jobs. If you have already landed one and have been working for a few years, you may choose to apply for roles such as office manager or GP practice manager.

No matter which path you choose, you can always turn to online learning platforms, vocational schools, universities, or certification providers to equip you with new career opportunities within health care. 

Get started in healthcare

The role of a medical secretary can be a rewarding option if you enjoy administrative work in a healthcare setting. It can also help you build up experience to apply for more senior positions in time. 

Launch your career in health care with a Specialisation in Healthcare Organisation Operations from Rutgers University on Coursera. You’ll have the opportunity to learn the concepts of health care organisation administration and operations, typically within four months or less.