NOC: 1243
Occupation: Medical Secretaries
Occupation Description: Responsibilities include performing various secretarial and
administrative tasks in long term care and supported living facilities.
Key essential skills for this occupation are: Computer Use, Document Use and Oral
Communication.
Essential Skills
Reading Text
Writing
Document Use*
Computer Use*
Oral Communication*
Money Math
Scheduling or Budgeting and
Accounting
Data Analysis
Numerical Estimation
Job Task Planning and Organizing
Decision Making
Problem Solving
Finding Information
Working With Others
Continuous Learning
Level Level
1
2
Level Level Level
3
4
5
These Essential Skills are not ranked
by complexity level.
The skill levels represented in the table above illustrate full skill ranges for experienced workers
in their roles, and not for individuals preparing for entrance into this occupation for the first time.
Below are examples for each essential skill category representing a sampling of the possible
duties and tasks for this role within the industry and the corresponding essential skills level. All
examples will not necessarily apply to every organization.
Reading Text
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Research medical and office products via brochures, spec sheets as well as catalogues
and advertisements. (Level 2)
Decipher handwritten, internal notes which could include comments or direction from
supervisors or coworkers. (Level 2)
Read internal memos. (Level 2)
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Review various publications concerning issues or information pertinent to seniors. (Level
2)
Read entries on forms, such as intake forms. (Level 2)
Review updates from Health Canada and provincial ministries of health to obtain current
and pertinent information. This may include information about health and safety
procedures which must be implemented, as well as billing processes, etc. (Level 3)
Consider manuals and other resources to obtain information regarding processes and
procedures. (Level 3)
Writing
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Document information in reporting and administrative forms or compose short notes for
coworkers, health care professionals. Compose phone messages from residents,
families or health care professionals with regard to matters such as test results,
prescription refills and referrals. (Level 1)
Compose emails to coworkers, health care professionals, and residents providing or
requesting information. (Level 2)
Compose letters to residents and family on behalf of health care professionals using
information from verbal summaries, handwritten notes and/or machine dictation ensuring
that the information is accurate and conveys the correct intent. Ensure typographical and
grammatical accuracy. (Level 2)
Compile minutes from office and medical team meetings, summarizing information,
noting decisions and flagging issues for follow up as appropriate. (Level 2)
Design procedures and guidelines to provide assistance to coworkers. Information
included should be explicit and concise to ensure clarity and minimize the potential for
misunderstanding. (Level 3)
Document Use
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Research pharmaceutical names and information utilizing reference materials, such as
the Compendium of Pharmaceuticals and Specialities (CPS). (Level 1)
Review labels on forms, containers and products to obtain key information such as
resident names or health insurance information. (Level 1)
Accurately enter data into forms, tables, lists and/or schedules. (Level 2)
Obtain data from lists, tables, forms and schedules. (Level 2)
Update forms such as order sheets, requisition forms, consultation requests, financial
forms, etc. (Level 3)
Obtain required information from documents such as faxes, reports, invoices, resident
release forms, etc. (Level 3)
Computer Use
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Update resident information in facility databases. (Level 2)
Search facility databases for information and print or display the required data. (Level 2)
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Perform administrative tasks using internet, such as online banking, researching via
search engines, etc. (Level 2)
Utilize software, for activities such as bookkeeping, billing and accounting. (Level 3)
Create and maintain distribution lists and calendars as well as send and receive email
using email programs. (Level 3)
Create and utilize spreadsheets including using formulas. (Level 3)
Create letters, faxes and agendas, compile meeting minutes using word processing
software. (Level 3)
Use other various computer and software applications. (Level 4)
Oral Communication
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Interact with coworkers and colleagues to share pertinent information. (Level 1)
Relay messages to supervisors and coworkers. (Level 1)
Obtain direction with regard to job duties or specific tasks to be completed. (Level 1)
Communicate with residents and their family members. (Level 2)
Interact with coworkers in a team or group setting. This may include staff or team
meetings or less formal interactions. (Level 2)
Obtain product specifications, pricing and delivery information from suppliers. (Level 2)
Provide training and support to junior team members. (Level 3)
Money Math
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Provide invoicing information for any procedures or support not covered by health
insurance plans. (Level 1)
Calculate and verify invoicing information. (Level 3)
Scheduling or Budgeting and Accounting
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Create schedules and appointments for internal resources or facility administrator. This
may involve schedule adjustments due to cancellations or other unexpected events.
(Level 2)
Calculate payroll, utility and tax accounts. This may include pension plan contribution
calculation, employment insurance fees and overtime and holiday premiums. (Level 3)
Organize and validate monthly financial statements. (Level 4)
Data Analysis
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Ensure appropriate stock levels are maintained. (Level 2)
Collect and review operational data for the facility. (Level 3)
Numerical Estimation
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Estimate amount of time required when scheduling based on previous experience.
(Level 1)
Job Task Planning and Organizing
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Assign tasks to other office staff. (Level 2)
Prioritize job duties with multiple ongoing demands such as incoming calls, facility
visitors and assisting coworkers and other facility staff. Direction is received from
supervisors as well as other health care professionals. There is some ability to
determine task order based on preference as long as the established priorities are met.
(Level 2)
Decision Making
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Choose suppliers for product and services ensuring budget and potential future
requirements are considered. (Level 2)
Determine appropriate tasks for reassignment within the team giving consideration to
skillset and experience. (Level 2)
Problem Solving
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Solicit assistance in clarifying information on resident records and correspondence for
transcription. (Level 1)
Troubleshoot office equipment malfunctions and determine when it is appropriate to
request a service call for repairs.( Level 2)
Communicate with aggressive or abusive residents or staff, defusing the situation. (Level
2)
Identify discrepancies in financial information, such as bank statements, and ensure
appropriate follow through is initiated to resolve the issue. (Level 3)
Finding Information
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Locate resident information in database. (Level 2)
Research medical and office products and services via internet as well as enquiry to
suppliers. (Level 2)
Obtain contact information for health care professionals and facilities through word of
mouth, directories and websites. (Level 2)
Utilize medical dictionaries and colleagues to obtain spelling and definition information
for medical terms. (Level 2)
Working with Others
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Perform some tasks independently but coordinate work with other heallth care
practitioners and with other secretaries.
Interact with health care professionals to plan appointment schedules, forward
messages and obtain directions on job tasks.
Exchange information with nurses and other health care practitioners.
May supervise and train other secretaries.
Participation in Supervisory or Leadership Activities
o Participate in formal discussions about work processes or product improvement.
o Have opportunities to make suggestions on improving work processes.
o Monitor the work performance of others.
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Inform other workers or demonstrate to them how tasks are performed.
Orient new employees.
Assign routine tasks to other workers.
Identify training that is required by, or would be useful for, other workers.
Continuous Learning
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Maintain updated knowledge of office and health care products, materials, equipment
and procedures.
Master new technologies such as appointment scheduling and health care office
management software.
Acquire new learning through discussion with supervisors and co-workers, browsing the
Internet and reading government bulletins, suppliers' brochures and software user
manuals.
Attend software training courses and seminars on topics such as first aid, health and
safety.