USC Human Resources Administration

Job code: 111083Medical Secretary

Grade: HD |Overtime eligible: Yes |Date approved: December 6, 2004


Performs a variety of medical office secretarial and clerical duties and some administrative tasks which require a knowledge of departmental policies and procedures.


Priority Time (%) Task (Performs other related duties as assigned or requested. The university reserves the right to add or change duties at any time.)

% Types and proofs correspondence, memoranda, reports, proposals, technical papers, manuscripts, other documents, and related materials for supervisor or department staff as requested. Typically uses word processing equipment or a personal computer.

% Transcribes dictation relating to medical histories, physical examinations, discharges and other special notes involving a wide variety of medical terminology. Types medical reports from rough draft, copy or tape, or other sources.

% Schedules patient appointments, answers general questions, obtains authorizations and pre-authorizations for patient care services. Schedules appointments with ancillary departments or other care providers as needed. Maintains master calendar for physician(s).

% Completes required paperwork or documentation. Processes insurance forms and maintains logs. Coordinates submission of appropriate charges to billing department.

% Inserts laboratory results into patient charts.

% Files charts according to established procedures.

% Creates and maintains charts, graphs, spreadsheets and databases on a personal computer.

% Answers telephones, routes callers, takes messages and provides routine information to clients or customers.

% Reads and prioritizes incoming mail. Handles or routes as appropriate.

% Provides assistance in the day-to-day administration of department.

% Establishes and maintains hard copy and/or electronic files and records.

% Oversees equipment and office supply inventories and initiates or approves service requests and supply orders.

% Performs a variety of clerical duties, e.g., photocopies, collates, distributes, mails, faxes, files, delivers and/or picks up materials from on or off-campus.
Emergency response/recovery:    
In the event of an emergency, the employee holding this position is required to "report to duty" in accordance with the university's emergency operations plan and/or the employee's department's emergency response and/or recovery plans. Familiarity with those plans and regular training to implement those plans is required. During or immediately following an emergency, the employee will be notified to assist in the emergency response efforts, and mobilize other staff members if needed.


Minimum education Preferred education
High school or equivalent Associate's degree
Minimum experiencePreferred experience
1 year 2 years
Minimum field of expertise Preferred field of expertise
Medical secretarial with knowledge of word processing and spreadsheet software and medical terminology. Transcription experience. Prefer medical secretarial experience in a comparable environment to provide knowledge of operations, policies and procedures.
  • Answer telephones
  • Arrange travel
  • Balance figures
  • Communicate with others to gather information
  • Compose letters
  • Compute totals
  • Coordinate meetings
  • Draft routine correspondence
  • Edit routine documents
  • Edit technical or scientific text
  • Establish and maintain filing systems
  • Gather and input data
  • Maintain logs
  • Read handwritten text
  • Research information
  • Schedule appointments
  • Take shorthand
  • Transcribe dictated documents
  • Use computer packages to prepare graphics
  • Use computerized spreadsheets
  • Use database and/or word processing software
  • Verify calculations
  • Write memorandums for own signature
  • Adding machine/calculator
  • Computer network (department or school)
  • Computer network (university)
  • Computer peripheral equipment
  • Dictation Equipment
  • Fax
  • Computer and peripheral equipment
  • Photocopier
  • Typewriter/word processor
Supervises level
May oversee student, temporary and/or casual workers.


Employee: Date:
Supervisor: Date:

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

The University of Southern California is an Equal Opportunity Employer