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Medical Secretary Interview Questions

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9 min read

Whether you are preparing to interview a candidate or applying for a job, review our list of top Medical Secretary interview questions and answers.

  1. What work experience, education, and training do you have as a medical secretary? See answer
  2. What skills do you think a medical secretary needs to succeed? See answer
  3. How do you maintain confidentiality when handling medical information? See answer
  4. What medical software can you use? See answer
  5. What would you do if an irate patient was making a scene in the waiting room? See answer
  6. How would you respond to multiple patient requests? See answer
  7. How do you stay motivated when performing routine tasks? See answer
  8. How well do you work with other medical professionals? See answer
  9. How do you schedule patient appointments without overbooking slots? See answer
  10. As a medical secretary, how would you fill up your downtime? See answer
  11. How would your most recent employer describe you? See answer
  12. Describe a situation where you exceeded expectations as a medical secretary. See answer
  13. Why do you want to work in this healthcare facility? See answer
  14. What would you do if you didn’t know how to respond to a patient’s question?
  15. What’s your greatest strength as a medical secretary?
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15 Medical Secretary Interview Questions and Answers

What work experience, education, and training do you have as a medical secretary?

This question helps you decide whether a medical secretary is a good fit for your healthcare establishment. It also lets you know what aspects a candidate needs further training. What to look for in an answer:

  • Relevant work experience, education, and previous training as a secretary
  • Enthusiasm for the role
  • Ability to connect their work history and educational background to the position

Example:

"I'm a trained medical secretary with three years of work experience. At my current position, I work with other medical secretaries to book appointments, manage files and records, and oversee the facility's finances. Last year, I optimised the appointment schedule to provide doctors with 18% more time to take breaks or spend with patients. I understand your healthcare facility is passionate about achieving work-life balance . I want to use my organisational skills to ensure medical professionals work efficiently while carrying out other clerical duties here."

What skills do you think a medical secretary needs to succeed?

The goal of this question is to test a candidate's understanding of a medical secretary's role. Pay attention to the soft skills they mention. What to look for in an answer:

  • organisational and communication skills
  • Knowledge of how to use office technology
  • Desire to add value to your establishment using their skills

Example:

"Every medical secretary needs excellent organisational skills to sort and file documents properly. Being attentive helps in keeping accurate medical records and ensuring patients receive the right treatments. While verbal communication skills help in conveying information, my written communication skills enable me to respond to text-based messages and create reports. Most importantly, a good medical secretary must be emotionally intelligent and proficient with office technology, such as fax machines and printers."

How do you maintain confidentiality when handling medical information?

Medical secretaries manage patient records and files, which contain sensitive information. By asking this, you can find out what strategies a candidate uses to ensure these documents remain confidential. What to look for in an answer:

  • Knowledge of laws regarding patient privacy
  • Good moral stance
  • Measures to prevent data leakage and ensure only authorised access to patient information

Example:

"I keep physical files in cabinets that only authorised medical professionals have access to. When handling digital files and records, I ensure there's encryption software installed on the device. In my last position, I recommended putting other safeguards, such as firewalls, virus protection, and robust passwords on electronic devices. As a member of the Canadian Medical Protective Association (CMPA), I understand the importance of protecting patient health information from unauthorised access."

What medical software can you use?

Medical secretaries often use software to carry out their clerical duties. Consider candidates who are proficient with the technology your establishment uses. What to look for in an answer:

  • Knowledge of how to use various medical software programmes
  • Attitude to learning
  • Suitability to your healthcare facility's culture

Example:

"I'm comfortable using the Microsoft Office suite. I use NueMD for medical billing and Acuity Scheduling for scheduling appointments. Can you tell me about the software medical secretaries at your hospital use?"

What would you do if an irate patient was making a scene in the waiting room?

Successful medical secretaries have excellent interpersonal skills and understand how to relate with patients. The goal of this question is to find out how a candidate would diffuse tough situations as representatives of your healthcare facility. What to look for in an answer:

  • Ability to remain calm during difficult situations
  • Ability to resolve conflicts and diffuse difficult situations
  • Excellent interpersonal and communication skills

Example:

"If I noticed an irate patient making a scene in the waiting room, I'd approach them and politely ask why they were angry. I'd listen to their concerns and restate them. Then, I'd reassure the patient we would handle their request promptly. Throughout my discussion, I'd make sure I'm calm and professional."

How would you respond to multiple patient requests?

Medical secretaries often receive multiple patient requests in person, through text communication, and over the phone. The purpose of this question is to find out whether a medical secretary can handle the pressure of responding to multiple patients. What to look for in an answer:

  • Ability to work in fast-paced healthcare facilities
  • Strategies to remain calm, polite, and professional
  • Emotional intelligence

Example:

"I'd respond to patients based on the time they make requests. If a patient had an urgent appointment or emergency, I'd respectfully show them the way or attend to their needs. Communicating with patients waiting for an appointment makes them feel valued."

How do you stay motivated when performing routine tasks?

A medical secretary's duties, such as managing appointments, files, and records can sometimes be repetitive. The goal of this question is to understand how a candidate would stay motivated at work. What to look for in an answer:

  • Effective strategies to remain productive
  • Self-motivation
  • Passion for providing healthcare services

Example:

"As the point of contact between patients and the office, I make sure I maintain a professional attitude at work. I motivate myself by setting goals, such as filing all patient records before my lunch break and sticking to it. I find my job interesting, so I'm confident I won't be demotivated as your facility's medical secretary."

What would you do if you didn't know how to respond to a patient's question?

While medical secretaries must know responses to various patient questions, they may experience situations when they didn't know how to answer. This question helps you find out whether a candidate would be willing to ask for help. What to look for in an answer:

  • Ability to work with other medical professionals
  • Desire to find the correct answer to the question
  • Honesty and attitude to learning

Example:

"If I didn't know how to respond to a patient's question, I'd reach out to my colleague. I'd reassure the patient I'd get them an answer shortly. Then I'd ask my colleague if they knew the correct response. Their answer would determine whether to meet my manager for more information."

How well do you work with other medical professionals?

Aside from interacting directly with patients, medical secretaries work with doctors, medical technicians, and other healthcare professionals. This question also tests a medical secretary's ability to work as part of a team. What to look for in an answer:

  • Teamwork skills
  • Experience working with others to reach a shared goal
  • Suitability to your organisation's work culture

Example:

"I get along with other medical professionals. I'm friendly, polite, and approachable. I understand that everyone has a role to play, and I enjoy working in environments that encourage teamwork."

How do you schedule patient appointments without overbooking slots?

This technical question helps you understand how a medical secretary schedules patients for appointments. It reveals how they monitor requests, cancellations, and approvals to ensure the best patient care. What to look for in an answer:

  • Knowledge of scheduling software
  • Keen attention to details
  • Effective communication skills to relate with patients and doctors

Example:

"I start by creating scheduling guidelines. Depending on my employers, I identify when the earliest and latest appointments can be scheduled. I also make sure I assign durations for each appointment and allow enough room for changes. At my last job, I sent reminders to patients and doctors for upcoming appointments. I'm confident in my organisational skills and ability to schedule activities accurately."

As a medical secretary, how would you fill up your downtime?

Medical secretaries may have downtime when there aren't dealing with patients or vendors. The goal of this question is to find out what strategies a candidate would use to stay alert, focused, and productive. What to look for in an answer:

  • Productive ways to spend downtime
  • Self-motivate
  • Drive to provide best patient services

Example:

"I'd complete any pending task, such as reorganizing files or tidying up my desk. I'd also check on patients in the waiting room. If my downtime spanned a few hours, I'd go through your company's employee handbook ."

What's your greatest strength as a medical secretary?

This question helps you determine what makes a medical secretary stand out from others. What to look for in an answer:

  • Skill-based or character-based strengths that relate to providing the best clerical duties
  • Understanding of a medical secretary's role
  • Desire to contribute to your healthcare facility

Example:

"One of my greatest strengths is my ability to communicate effectively with different personalities. I'm good at speaking directly with patients in person and over the phone with no misunderstanding. My written communication skills help me create detailed reports, invoices, and memos and respond to messages. As your medical secretary, I'd make sure patients and vendors always have the information they need and I'd be happy to place follow-up calls."

How would your most recent employer describe you?

This question helps you understand a medical secretary's personality traits. It also reveals whether a candidate can build meaningful professional relationships. What to look for in an answer:

  • Ability to make meaningful impressions on others
  • Personality traits that make a candidate suitable to your organisation's culture
  • Example to support their response

Example:

"She would say I'm focused, honest, and communicative. I remember a time I noticed a medical professional being deceitful about their working hours. I discretely mentioned it to her, and she was thankful that I notified her of the situation. She said she could always trust me to do the right thing."

Describe a situation where you exceeded expectations as a medical secretary.

By asking this question, you can determine how committed a medical secretary is to their job. A good candidate seeks to always provide the best services to patients. What to look for in an answer:

  • Drive to add value to your establishment
  • Kind, caring, and professional demeanour
  • Desire to help patients

Example:

"At my last job, a patient had a life-threatening emergency but didn't arrive with their health insurance card to the hospital. I swiftly attended to the patient and notified a doctor of the situation. My ability to respond to this emergency and knowledge that emergency medical services don't require patients to show their government health card saved the patient."

Why do you want to work in this healthcare facility?

This question helps you find out why a candidate is interested in working in your establishment. Pay attention to their long-term career goals. What to look for in an answer:

  • Enthusiasm about the opportunity to work as your medical secretary
  • Desire to add value to your organisation
  • Drive to provide excellent clerical services

Example:

"I see this position as an opportunity to expand my medical knowledge while working for a reputable healthcare facility. I believe my skill set and experience as an office secretary uniquely qualify me for this position. I also want this job because of the opportunities your facility provides medical secretaries for career development."

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Download our free step-by-step guide on encouraging healthy risk-taking
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