MEDICAL SECRETARY

Medical Secretary

Performs medical, secretarial, and clerical duties for a supervisor whose executive, administrative, and professional duties necessitate secretarial assistance, and transcribes dictation involving a substantial amount of medical terminology.

Essential Job Functions

Transcribes medical dictation for diagnostic, surgical, autopsy, laboratory, or other medical reports, records, correspondence, and policies and procedures. Prepares medical documents, such as abstracts of medical case histories from written notes, medical records, and instruction from medical staff. Answers correspondence with or without dictation. Screens office and telephone callers by providing the information requested, referring others to those who may be better served elsewhere, and personally taking care of those whose business does not warrant supervisor's attention. Gathers data for general information purposes or special reports; contacts other employees, departments, agencies, and individuals for additional material, as necessary; and may prepare reports for supervisor's approval upon request. Makes appointments and maintains a date book, while recording such items as medical conferences, rounds, schedules, consultation requests, and others, as requested. Acts as an intermediary between supervisor and staff by transmitting written and verbal messages, orders, and requests, and, as authorized, acting in supervisor's absence, as needed. Acts as liaison officer between the primary department and other departments, agencies, and jurisdictions. Prepares inter-office notices, bulletins, and memoranda, with or without dictation, including interpretations of departmental policy and the laws and regulations governing the activities of the office. Reviews material being submitted for supervisor's attention to ascertain that all relevant data, files, signatures, etc., are included. Relieves supervisor of routine personnel, budget, and other operating details such as scheduling, timekeeping, approving material and purchase requisitions, and contacting other divisions of County departments. Maintains the status on the execution of plans, improvements, and projects instituted by the supervisor and calls attention to possible improvements in departmental procedures. Maintains office files, records, and indexes, including those of a confidential nature. Supervises related office functions, and other clerical employees assigned to unit. Performs related transcription, typing, and clerical duties. Renders such confidential services to supervisor, as needed.

Requirements

Requirements to qualify: Option I: One (1) year of highly specialized secretarial and office clerical experience, involving the transcribing of medical dictation at the level of Secretary II, or higher. Option II: Two (2) years of highly specialized office clerical experience involving the transcription of medical dictation at the level of Medical Transcriber Typist. Highly Specialized is experience at the senior level with extensive knowledge of program related area, processes and procedures, and experience in a specific subject matter. At the level of: You may still qualify even if your job title isn't exactly the same as the ones listed. What matters is that your experience is at the appropriate level — meaning your job involves similar responsibilities, requires comparable skills and knowledge, and takes place within a similar organizational structure. Please provide a clear explanation of your experience to demonstrate that it is at the appropriate level. Experience at the level of Secretary II in the County of Los Angeles is defined as: Functions as secretary to either (1) the head of a major section or minor division in a medium-sized department, typically having 200-900 employees or (2) the head of a major unit in a very large and complex department having in excess of 10,000 employees. Experience at the level of Medical Transcriber Typist in the County of Los Angeles is defined as: Transcribes recorded dictation and handwritten reports involving a substantial amount of medical terminology.

Physical Class 2 – Light: This class includes administrative and clerical positions requiring light physical effort that may include occasional light lifting to a 10-pound limit and some bending, stooping, or squatting. Considerable ambulation may be involved.

Typewriting Skill Requirement: Ability to type at the rate of 40 net words per minute. Typing tests are not reviewable per Civil Service Rule 7.19.

Desirable Qualifications: Additional credit will be given to applicants that possess the following desirable qualification:

• Any additional experience in excess of the Requirements for the qualifying option
• Experience in an acute care setting for the qualifying option
• Completion of a course in Medical Terminology. Course may consist of but is not limited to Basic Medical Terminology, Medical Terminology I, or Introduction to Medical Terminology.
• Experience with any of the following software programs:
• Microsoft Word, which includes writing, proof reading and correcting memos, letters, CVs, and using advanced formatting and track changes to prepare a wide variety of documents to support management by preparing communication, reports, presentations, dossiers, and other products.
• Microsoft Excel, which includes crafting spreadsheets, crafting workbooks, data entry, use of formulas, and the ability to work with large amounts of data easily to support the department by creating, formatting, organizing, updating, calculating, and modifying reports for management.
• Microsoft Visio, which includes crafting, updating, and modifying organizational charts, workflow charts and other visual diagrams for management.
• Adobe Professional and/or Adobe DC, which includes crafting, converting, editing, updating, and modifying, organizing, signing, and working with electronic signatures on .pdf documents for management.

Additional Information

Examination Content:

This examination will consist of two (2) parts:

Part I: Training & Experience (T&E) Evaluation: This assessment type will evaluate the training and experience you list on the online application and supplemental questionnaire and assign a score based on a standardized scoring system. This part of the assessment is worth 100% of your total score and assesses: Requirements, Desirable Qualifications, and Supplemental Questionnaire.

Part II: A qualifying typing performance test at the rate of 40 net words per minute. Applicants must receive a passing score of 70% or higher on the assessment and pass the typing performance test to be added to the list. IMPORTANT TYPING TEST INFORMATION: You may not need to take a typing test if you meet any of the following:

• Current or former County employees who have held a typing position that required the necessary wpm.
• Applicants who have already taken and passed the County's typing performance test (administered by the Department of Human Resources) at the required wpm. If your passing score is already on file, it will be transferred automatically—no need to retest.
• Applicants who passed the "Typing Test – Score-Banking Only" with the required net wpm. Your score will also transfer automatically.

If you passed a County typing test through a different department (not DHR), please attach a copy of your typing certificate to your application when you apply. If you can't attach it during filing, you must email it within seven calendar (7) days to Tanisha Buggs at View email address on click.appcast.io. Applicants who do not meet one of the conditions above MUST apply to the "TYPING TEST - SCORE-BANKING ONLY" bulletin within seven (7) business days of filing your online application. You will be invited to take a timed typing test designed to measure speed and accuracy in typing. Typing performance test results from this examination will be used for this Medical Secretary (Y2135M) exam, which requires proficiency at 40 words per minute. To apply, please copy and paste the URL to the address bar of web browser or click the link below: URL: For questions related to the Typing Test - Score Banking Only exam, please contact the DHR/CTAD Analyst currently overseeing the process in advance by referring to the email address listed on the job posting for further assistance. Please note it is recommended to apply to the TYPING TEST - SCORE BANKING ONLY jo b bulletin as soon as possible as the job bulletin may close at any time without prior notification and you will no longer be able to apply for the typing test and may be rejected for this exam.

Eligibility and Vacancy Information: Applications will be processed as they are received and added to the list accordingly. Applicants who passed the assessment(s) are placed on a list for a period of twelve (12) months. We will use this list to fill vacancies in the Department of Health Services as they occur.