Medical Secretary

Role Overview

Medical Secretary at American Hospital Dubai. The role provides comprehensive administrative and secretarial support to medical staff, managing schedules, communications, documentation, and operational coordination across multiple clinical departments.

Role Purpose

Deliver efficient administrative support to full-time Medical Staff and privileged Community Physicians, ensuring smooth coordination of departmental operations, physician orientation, continuing education, and accreditation-related activities while maintaining confidentiality and supporting the Chief Medical Officer office.

Key Responsibilities

On-Call Roster & Scheduling

• Ensure the monthly on-call rota is completed and distributed hospital-wide and to community physicians involved before the end of the month.
• Update, modify, and distribute physicians' monthly on-call rota to respective departments.

Supply & Administrative Ordering

• Order business cards and physician stamps as necessary for all medical staff.
• Order all stationery as appropriate for the Medical Affairs office.
• Coordinate appointments with medical representatives for physicians.

Departmental Committee Coordination

• Coordinate Departmental Committee meetings for Dermatology and Plastic, Anesthesia, Surgery and OR, Breast Care Clinic, Ophthalmology, Paediatrics, Pediatric Radiology, and Endocrinology, including notification to members, booking of room, distribution of agenda, taking and transcribing minutes, and ordering refreshments as required.

Physician Orientation

• Organize full-time and CBD Hospital Orientation for physicians.
• Coordinate photoshoots for website profiles.
• Arrange lab coat and scrub suit measurements.
• Facilitate access cards and parking access.
• Arrange hospital mobile and SIM cards when applicable.

Physician Information Management

• Update and distribute physicians' contact details to concerned departments.
• Oversee and coordinate the completion of Physicians' Ongoing Professional Practice Evaluation (OPPE).

Communications & General Support

• Provide full administrative and secretarial assistance to full-time Medical Staff and privileged Community Physicians when required.
• Handle telephone inquiries from patients and members of the public, ascertain urgency, and contact the correct person where necessary.

Continuing Medical Education & Accreditation

• Assist physicians with internal Continuing Medical Education (CME) and educational activities such as medical lectures.
• Obtain CME credit points from Dubai Health Authority (DHA) for lectures when required.
• Support the Chief Medical Officer (CMO) office for Joint Commission International Accreditation (JCIA) and other accreditation-related tasks.

General Operations

• Maintain confidentiality by ensuring the protection and integrity of sensitive information.
• Recognize and comprehend the department's goals and objectives.
• Take initiative and offer suggestions for enhancing services.
• Perform ad hoc duties as required.

Qualifications & Experience

• Diploma in Medical Secretarial studies or related field.
• Minimum of three (3) years of experience as a Medical Secretary in a private hospital.

Skills & Competencies

• Microsoft Office skills (intermediate to advanced).
• Shorthand and audio typing.
• Typing with a minimum of 50–60 wpm speed.
• Ability to speak and write fluently in the English language.
• Ability to speak in different languages preferred.