Medical Secretary
Job Description
1. Attend departmental briefings and meetings, perform reporting duties
- Prepare briefings and meetings that are organized regularly or ad hoc
- Prepare hospital information and announcements
- Record daily briefing content, take attendance of doctors. Report to department leadership weekly
- Periodic reports: weekly, monthly, semi‑annually and annually.
- Ad‑hoc reports.
- Coordinate work and important internal administrative events for the department with the Administration Office.
2. Manage registers and archive official documents
- Check and classify incoming official documents.
- File documents according to their classified categories.
- Draft administrative documents: meeting minutes, briefing reports
- Responsible for document format before submission for signature and before dispatch
- Receive and distribute correspondence, parcels, press clippings, documents, etc., of the department, manage outgoing and incoming documents and archive them
- Establish and manage the department's filing system and the personal archive system of the leadership
- Serve as secretary for department meetings.
3. Arrange on‑call schedule:
+ In‑hospital and out‑patient health examinations.
+ Coordinate and provide professional support to local referral hospitals
+ On‑call duty in the department
+ Participate in charitable medical examinations
+ Specialty clinic schedule – multidisciplinary case conferences
4. Process hospital admission for patients
- Receive files that already contain admission papers.
- Guide patients to verify and correct administrative information if there are errors.
- Enter patient information into the software.
- Advise on estimated total cost and anticipated length of treatment for the patient.
- Prepare forms and instruct patients to make an advance payment.
- Coordinate with doctors and nurses to receive patients, guide them through admission procedures, and schedule admission as prescribed.
5. Counsel and verify health insurance for patients
- Receive health insurance card, referral document (if any) and identity documents with photo of the patient.
- Check card information on the Social Insurance portal.
- Enter health insurance card information into the software.
- Confirm the type of insurance the patient is entitled to within 24–48 hours after admission.
- Advise on the insurance benefits the patient can receive.
- Counsel on enrolling in health insurance if the patient does not have it.
- Guide the patient to sign the confirmation.
- Collect and keep the health insurance card upon admission, guide patient/family to sign confirmation and return identity documents.
6. Compile and verify discharge information
- Receive files that already contain discharge orders.
- Check discharge information for omissions, ensure complete specialist follow‑up appointments.
- Prepare health insurance card, discharge papers and prescription filled according to regulations.
- Return the health insurance card together with the discharge documents.
7. Compile monthly bed occupancy statistics
- Statistics on total number of hospitalized patients, total number of patients occupying beds, total number of patients under observation, total treatment days.
- Calculate bed occupancy rate and average length of stay using the formula.
8. Forecast and receive office supplies (arranged according to 5S principles)
- Check the current quantity of office supplies in the department.
- Check borrowing slips from other departments and loans to other departments.
- Calculate the amount of office supplies needed for the month.
- Create a list of required office supplies, submit for approval and send the requisition to the supply warehouse.
- Pay attention to the workstation and surrounding area.
- Return items and documents to their original positions after use.
- Arrange office supplies according to the designated area for each type.
- Organize, instruct, remind, monitor and urge implementation.
9. Invite and receive external consulting physicians
- Invite treating physicians to complete the conference minutes and case summary.
- Check that the file includes the medical order inviting external consultation.
- Coordinate with the planning department.
- Arrange transportation.
- Receive the invited physician at the hospital.
- Prepare consultation files: medical records, conference minutes fully recorded administratively, consolidated list of patients for external consultation.
- Inform the head nurse: invite on‑call physician to receive, or receive the medical order from the consulting physician.
- Prepare remuneration letters.
- Require physicians to sign and write their ID number beside the signature.
- Arrange a vehicle to return the physician or provide a taxi card if the hospital cannot provide a car. Escort the physician to the vehicle.
Requirements
- Graduated from high school in administration, majoring in administrative secretary or medical secretary.
- Prefer candidates with experience in the healthcare field
- Good communication skills.
- Able to work independently and resolve arising issues in practice, withstand work pressure.
- Handle situations well and quickly. Responsible in work.
- Foreign language level: conversational English
- Computer skills: proficient in office computer applications.
Benefits
- Comprehensive, competitive, attractive compensation package
- Opportunity to participate in training courses,
- Health care benefits for self and family
- Professional, dynamic work environment
Contact Information
- For any information, please contact via email: nguyenthao.nt@umc.edu.vn or phone: (028) 3952 5359.
- For application documents, candidates may send via email nguyenthao.nt@umc.edu.vn or by mail to: Personnel Organization Department - University Medical Center, 215 Hong Bang Street, Cho Lon Ward, Ho Chi Minh City. (Application document list: see attached file, resume template).
Note:
- Please print the resume on both sides.
- After receiving applications, the Hospital will contact candidates whose profiles meet the recruitment requirements.
Position
Medical Secretary
Deadline
08/31/2026
Location
Ho Chi Minh City
Quantity
05
Work Type
Toàn thời gian
Salary
Negotiable
Other Positions
Dược sĩ cấp phát thuốcApply
Deadline: 31/08/2026 04:00
Quantity: 05
Điều dưỡngApply
Deadline: 31/08/2026 07:00
Quantity: 50
Kỹ thuật y kỹ thuật xét nghiệm y họcApply
Deadline: 31/08/2026 14:00
Quantity: 03