How to Become a Medical Office Administrator

Medical administrative assistants are the backbone of any medical office, answering the phone, scheduling appointments, checking in patients, filing paperwork, and maintaining patient databases. This fast-paced job requires a highly organized individual who handles the administrative tasks that keep the facility running. The position has multiple job titles, including medical office assistant, medical secretary, medical administrative assistant, and medical office administrator.

Medical office administrators need good people skills to work with patients and medical personnel and create a positive environment. If this sounds like you, here’s where to learn more about the career of a medical administrative assistant and the curriculum of a Medical Administrative Assistant program.

What Is Medical Office Administration?

Medical office administrators combine secretarial duties with an understanding of medical terminology and procedures to support patients and healthcare providers. They manage the business and clerical operations of a healthcare facility, scheduling appointments, handling billing, and managing patient records. (1)

What Does a Medical Office Administrator or Medical Administrative Assistant Do?

Medical secretaries perform a variety of duties to help run a medical organization efficiently. Without an administrative assistant, the facility’s daily tasks and organizational needs would suffer.

Medical secretaries may transcribe dictation and prepare reports for physicians and other medical personnel. Additional responsibilities can include taking patients’ medical histories, arranging hospitalizations, and processing insurance claims. Other daily secretary and administrative assistant duties can include: (1)

• Answering the phone, taking messages, and transferring calls
• Scheduling patient appointments
• Updating event calendars for office personnel
• Scheduling staff meetings
• Handling incoming and outgoing mail
• Creating reports and memos
• Maintaining databases and filing systems (both electronic forms and paper documents)
• Perform basic bookkeeping

To perform these duties, medical administrative assistants need a thorough understanding of medical terminology and codes, medical records, and hospital and laboratory procedures. You can obtain these skills through educational courses and training.

How to Become a Medical Office Administrator/Medical Administrative Assistant

While there are many pathways to a medical office assistant career, one of the most effective is to secure training in the field first. Here’s a step-by-step guide detailing how to become a medical secretary or administrator:

1. Learn about the Profession

Understanding the role and duties of a medical office assistant will help you determine whether the career is right for you. Speak to a high school or college career counselor, or talk to people within the field.

2. Complete a Medical Office Administrative Program

Medical secretaries and administrative assistants can learn the skills for their careers by attending courses offered at community colleges or technical schools. A Medical Administrative Assistant program teaches industry-specific terminology combined with best practices. You should also develop basic computer skills, such as creating spreadsheets, maintaining databases, and word processing. Hands-on labs help you build your administrative and technical skills.

3. Apply for Entry-Level Positions

After completing and earning your Medical Administrative Assistant certificate, start looking for entry-level positions in the field. Not all employers require a certificate of achievement as a qualification for employment. However, it may increase your chances of getting a job if you have career training or experience. This can be especially important in a competitive job market when you need to set yourself apart from the competition.

4. Continue Growing Your Career

As your career progresses, look for higher-level positions. You may also want to consider becoming a certified medical administrative assistant by visiting the National Healthcareer Association® (2) and applying to take the Certified Medical Administrative Assistant (CMAA) exam process.*

Medical Office Administration Jobs

The role of medical office administrator covers several job titles. The following positions all offer ways to enter the profession: (1)

• Medical Office Administrator
• Medical Administrative Assistant
• Medical Secretary
• Medical Receptionist
• Medical Office Specialist
• Unit Clerk
• Ward Clerk
• Clinical Office Assistant

States With the Most Medical Secretary And Administrative Assistant Jobs

When looking for medical administrative assistant jobs, it’s important to know which states have the most jobs.

According to the BLS, the states with the highest employment levels in medical secretary and administrative assistant jobs as of May 2023 were: (3)

Where Do Medical Office Administrators Work?

Medical office assistants work in a wide range of healthcare facilities, including: (3)

• Physicians Offices
• General Medical and Surgical Hospitals
• Dentist Offices
• Offices of Other Healthcare Practitioners
• Outpatient Care Centers
• Medical and Diagnostic Laboratories

What Is the Difference Between Physician Office Jobs vs. Hospital Jobs?

Hospitals and clinics have very different work schedules. Hospitals are open 24 hours a day and can require some unconventional shifts. In contrast, working at a clinic may offer more stable working hours.

Hospital jobs can also be more fast-paced. The days can be busy and unpredictable, offering more variety and excitement for those who are looking for it. Medical office jobs may be more predictable with repetitive tasks and requests.