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THE MEDICAL SECRETARY Dr. Nasser Ali Al JarALLAH.

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Presentation on theme: "THE MEDICAL SECRETARY Dr. Nasser Ali Al JarALLAH."— Presentation transcript:

1 THE MEDICAL SECRETARY Dr. Nasser Ali Al JarALLAH

2 THE MEDICAL SECRETARY What a medical secretary is. What a medical secretary is. Medical communications. Medical communications. Records in a medical office. Records in a medical office. Insurance claims processing and accounting procedures. Insurance claims processing and accounting procedures. Medical office technology. Medical office technology. Medical mini-glossary. Medical mini-glossary.

3 THE MEDICAL SECRETARY What a medical secretary is. The medical secretary is a trained member of the medical health-care team, who can performs the administrative and secretarial functions required at particular medical facility. The medical secretary is a trained member of the medical health-care team, who can performs the administrative and secretarial functions required at particular medical facility.

4 THE MEDICAL SECRETARY Tasks of medical secretary: Tasks of medical secretary: There can be no routine in handling patients because each patient is different, with specific needs. A. Administrative/Secretarial Duties; 1. Handling the telephone. 2. Obtaining and recording messages from the answering service. 3. Scheduling, canceling, rescheduling patients appointments.

5 THE MEDICAL SECRETARY A. Administrative/Secretarial Duties (cont.); 4. Greeting patients. 5. Recording patients visits. 6. Quoting and collecting fees. 7. Sending out bills. 8. Preparing and processing insurance claim forms. 9. Maintaining financial records.

6 THE MEDICAL SECRETARY A. Administrative/Secretarial Duties (cont.); 10. Ordering and maintaining office supplies and equipment. 11. Typing and transcribing dictated and handwritten correspondence and case histories. 12. Composing correspondence. 13. Maintaining patients records.

7 THE MEDICAL SECRETARY A. Administrative/Secretarial Duties (cont.); 14. Opening, sorting, and distributing mail. 15. Handling petty cash. 16. Making bank deposits. 17. Taking patients medical histories. 18. Assisting patients in understanding the doctors instructions regarding their prescribed health-care treatment. 19. Filing and pulling patients charts, reports, and records for their visits. 20. Arranging for patients hospital reservations.

8 THE MEDICAL SECRETARY B. Clinical duties; 1. Taking patients medical histories. 2. Measuring patients vital signs : temperature, pulse, respiration, blood pressure. 3. Sterilizing instruments and equipment. 4. Positioning and draping patients for examination.

9 THE MEDICAL SECRETARY B. Clinical duties (cont.); 5. Collecting specimens form patients and either sending them to a laboratory or performing certain diagnostic tests for which one has been trained. 6. Taking electrocardiograms. 7. Assisting doctors with the patients examinations or treatment, if needed. 8. Keeping medical supply cabinets well stocked.

10 THE MEDICAL SECRETARY Qualifications for medical secretary depend: 1. On whether the specific position requires mainly secretarial/administrative tasks, clinical tasks, or both. 2. On the specialty of the physician. 3. On the nature and size of the medical facility.

11 THE MEDICAL SECRETARY Qualifications ( cont.): Medical secretary should have: A desire to help people. A desire to help people. Strong interpersonal skills. Strong interpersonal skills. Personal characteristics such as patience, poise, tact, consideration, dependability, punctuality, and flexibility. Personal characteristics such as patience, poise, tact, consideration, dependability, punctuality, and flexibility. Carefulness, accuracy, and attention to detail, as well as respect for confidentiality. Carefulness, accuracy, and attention to detail, as well as respect for confidentiality. A well-groomed appearance. A well-groomed appearance.

12 THE MEDICAL SECRETARY Qualifications ( cont.): Medical secretary should have: Proficient in English pronunciation, spelling, grammar, and punctuation. Proficient in English pronunciation, spelling, grammar, and punctuation. A basic understanding of anatomy, medical terminology, and the legal implications of the practice of medicine. A basic understanding of anatomy, medical terminology, and the legal implications of the practice of medicine.

13 THE MEDICAL SECRETARY If medical secretary is required to perform clinical duties, he/she should: Know about the instruments used in the medical practice and their proper care and use. Know about the instruments used in the medical practice and their proper care and use. Be familiar with the methods of sterilization. Be familiar with the methods of sterilization. Other related medical knowledge. Other related medical knowledge. Educational requirements: The minimum is a high school diploma, however, many positions require additional education. The minimum is a high school diploma, however, many positions require additional education.

14 THE MEDICAL SECRETARY Educational requirements (cont.): Vocational/technical institutes offer three-to-six month training programs. Vocational/technical institutes offer three-to-six month training programs. Many of them tow-years colleges offer an associates degree program. Many of them tow-years colleges offer an associates degree program. Courses cover medical transcription, medical assisting procedures, keyboarding, business English, accounting, word processing, basic biological sciences, basic laboratory techniques, cardio-pulmonary resuscitation (CPR), and human relations. Courses cover medical transcription, medical assisting procedures, keyboarding, business English, accounting, word processing, basic biological sciences, basic laboratory techniques, cardio-pulmonary resuscitation (CPR), and human relations.

15 THE MEDICAL SECRETARY Places of employment: May be employed in; May be employed in; A doctors office. A doctors office. A medical clinic. A medical clinic. A hospital. A hospital. A public health facility. A public health facility. A health maintenance organization (HMO). A health maintenance organization (HMO). A nursing home. A nursing home. A research center. A research center.

16 THE MEDICAL SECRETARY Places of employment: Places of employment (cont.): Places of employment (cont.): A laboratory. A laboratory. An insurance company. An insurance company. A pharmaceutical company. A pharmaceutical company. A government or private health services agency. A government or private health services agency. A medical transcription services. A medical transcription services. A business of manufactures medical supplies and equipment. A business of manufactures medical supplies and equipment.

17 THE MEDICAL SECRETARY Medical ethics and the Law: Medicine is the oldest profession to have developed a code to govern its practitioners. Medicine is the oldest profession to have developed a code to govern its practitioners. The principles of right and wrong are referred to as medical ethics. The principles of right and wrong are referred to as medical ethics. Medical ethics concerns itself with a standard of conduct, medical etiquette deals with courtesy, manners, and customs. Medical ethics concerns itself with a standard of conduct, medical etiquette deals with courtesy, manners, and customs. These tow areas complement each other. These tow areas complement each other.

18 THE MEDICAL SECRETARY Medical ethics and the Law (cont.): Oath of Hippocrates (400 B.C) has been taken by physicians for centuries and remains an inspiration to the physicians of today. Oath of Hippocrates (400 B.C) has been taken by physicians for centuries and remains an inspiration to the physicians of today. The American Medical Association (AMA) formulated its own principles of medical ethics. The American Medical Association (AMA) formulated its own principles of medical ethics. In general, principles prescribe who must be licensed to perform various procedures, the requirement for licensure, the duties imposed by licensure, and government regulations. In general, principles prescribe who must be licensed to perform various procedures, the requirement for licensure, the duties imposed by licensure, and government regulations.

19 THE MEDICAL SECRETARY Medical ethics and the Law (cont.): Professional liability encompasses all civil liability that a physician can incur as a result of professional acts. Professional liability encompasses all civil liability that a physician can incur as a result of professional acts. Negligence as applied to the medical is called malpractice. Negligence as applied to the medical is called malpractice. Most of patients never consider taking legal actions against their physicians. Most of patients never consider taking legal actions against their physicians.

20 THE MEDICAL SECRETARY Medical ethics and the Law (cont.): Preventing litigation can be by : Establishing good patient rapport. Establishing good patient rapport. Keeping all information confidential. Keeping all information confidential. Avoiding the transmittal of criticisms of physicians to a patient. Avoiding the transmittal of criticisms of physicians to a patient. Avoiding discussion of a patients condition, diagnosis, or treatment with him or her. Avoiding discussion of a patients condition, diagnosis, or treatment with him or her. Keeping complete and accurate records. Keeping complete and accurate records. Obtaining proper authorization, releases and consents. Obtaining proper authorization, releases and consents.

21 THE MEDICAL SECRETARY Medical ethics and the Law (cont.): Preventing litigation can be by ; Using discretion in telephone and office conversations. Using discretion in telephone and office conversations. Notifying the physician if learning that the patient is under treatment by another physician for the same condition. Notifying the physician if learning that the patient is under treatment by another physician for the same condition. Being available to assist the doctor. Being available to assist the doctor.

22 THE MEDICAL SECRETARY Medical ethics and the Law (cont.): The relationship between doctor and patient is legally considered as a contract. The relationship between doctor and patient is legally considered as a contract. All information furnished to a doctor by patient is considered confidential and may not be divulged to any unauthorized person. All information furnished to a doctor by patient is considered confidential and may not be divulged to any unauthorized person.

23 THE MEDICAL SECRETARY Professional organization and certifications; Join professional associations and apply for certification. Join professional associations and apply for certification. Associations such as; Associations such as; American association of medical assistants (AAMA). American association of medical assistants (AAMA). American association of medical transcription (AAMT). American association of medical transcription (AAMT).

24 THE MEDICAL SECRETARY Medical communications: 1. Telephone; Dealing Patient Health problems. Dealing Patient Health problems. The telephone should be answered by the second ring at the latest. The telephone should be answered by the second ring at the latest.

25 THE MEDICAL SECRETARY Medical communications: 1. Telephone (cont,); Save the doctors time. Save the doctors time. Complete information for each call in message book with carbons copies. Complete information for each call in message book with carbons copies.

26 THE MEDICAL SECRETARY Medical communications: 1. Telephone; The information noted should include; The information noted should include; Date and time of call. Date and time of call. Person called. Person called. Callers name. Callers name. Callers phone number. Callers phone number. Action to be taken. Action to be taken. Complete message. Complete message. Name of the person who took the call. Name of the person who took the call.

27 THE MEDICAL SECRETARY Medical communications: 2. Answering service ; Used for after-office hours. Used for after-office hours. Automatically or programmed. Automatically or programmed. Checks for messages. Checks for messages. Recorded message can be used. Recorded message can be used.

28 THE MEDICAL SECRETARY Medical communications: 3. Appointment ; Should Not be too closely or far. Should Not be too closely or far. Vary in length according the purpose and doctor specialty. Vary in length according the purpose and doctor specialty.

29 THE MEDICAL SECRETARY Medical communications: 3. Appointment ; Details should be recorded. Details should be recorded. Check mark should be placed. Check mark should be placed.

30 THE MEDICAL SECRETARY Medical communications: 3. Appointment ; Ditto marks for appointments. Ditto marks for appointments. Diagonal lines for not available. Diagonal lines for not available.

31 THE MEDICAL SECRETARY Medical communications: 3. Appointment ; A medical emergency is immediate. A medical emergency is immediate. Patient should be called for rescheduled other than canceling. Patient should be called for rescheduled other than canceling.

32 THE MEDICAL SECRETARY Medical communications: 4. Greeting patients ; Make the patient feel at ease. Make the patient feel at ease. Patients should be identified and asked to be seated in the waiting room. Patients should be identified and asked to be seated in the waiting room.

33 THE MEDICAL SECRETARY Medical communications: 5. Correspondence ; The letters must be courteous, concise, complete, accurately, typewritten, properly formatted, and proofread. The letters must be courteous, concise, complete, accurately, typewritten, properly formatted, and proofread. Correspondence leaving is like the proper telephone use. Correspondence leaving is like the proper telephone use.


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