Lesson Proper for Week 1

4.1 Enumerate the Systems of the Human Body involved in Control,

Support and Movement
The human organism consists of several organ systems, each of which
includes a set of interrelated organs that work together to provide specialized
functions. The maintenance of homeostasis depends on the coordination of
organ systems (Shier, D. et. al., 2010). The systems involved in control,
support and movement are: the nervous system and senses; endocrine
system; integumentary system; skeletal system; and muscular system.
4.2 Distinguish the Systems of the Human Body involved in Control,
Support and Movement
To differentiate these systems from each other, let us review their respective
functions and what are the organs involved for each human body systems:
v  The nervous system consists of the brain, spinal cord, nerves, and sense
organs. Nerve cells within these organs use electrochemical signals called
nerve impulses (action potentials) to communicate with one another and with
muscles and glands. The three (3) general functions of the nervous system:
(1) receiving, (2) deciding, and (3) reacting to stimuli -- are
termed sensory, integrative, and motor. Structures called sensory receptors at
the ends of peripheral neurons provide the sensory function of the nervous
system.
v  The endocrine system includes all the glands that secrete chemical
messengers, called hormones. Hormones, in turn, travel away from the
glands in body fluids such as blood or tissue fluid.
v  The organs of the integumentary system include the skin and accessory
organs such as the hair, nails, sweat glands, and sebaceous glands. These
parts protect underlying tissues, help regulate body temperature, house a
variety of sensory receptors, and synthesize certain products. The system’s
functions include protection, regulation of body temperature, excretion of
waste materials, synthesis of Vitamin D3 with the help of sunrays, and
reception of various stimuli perceived as pain, pressure and temperature.
v  The skeletal system consists of the bones as well as the ligaments and
cartilages that bind bones together at joints. These parts provide frameworks
and protective shields for softer tissues, serve as attachments for muscles,
and act together with muscles when body parts move.
v  The muscles are the organs of the muscular system. By contracting and
pulling their ends closer together, muscles provide the forces that move body
parts. Muscles also help maintain posture and are the primary source of body
heat. Through sustained contraction or alternating contraction and relaxation,
muscle tissue has three (3) key functions: (1) producing motion; (2) providing
stabilization, and (3) generating heat.
 4.3 Explain the Interconnectedness of these Systems of the Human
Body
As mentioned earlier, the maintenance of homeostasis depends on the
coordination of organ systems. To note, the nervous system and the
endocrine system are the two main coordinating and controlling systems of
the body. There are several differences between these two systems. For
example, the nervous system acts by means of electric impulses and
chemical stimuli; where as the endocrine system has more widespread,
slower, and longer lasting effects. The endocrine system also has more
generalized effects on such activities as growth, metabolism,
and reproduction. Despite this difference, however, the two systems are
closely interrelated (Assefa, N. & Tsige, Y, 2003).
It is no surprise as well that the organs of the skeletal and muscular systems
support and move body parts. Therefore, it is safe to state that the organ
systems in human interact in ways that maintain homeostasis as illustrated
below.

Source: Shier, D. et. al.  (2010) Hole’s human Anatomy & Physiology, Twelfth Edition: McGraw-Hill Companies, Inc., New York, USA
Lesson Proper for Week 2
4.1 Enumerate the Systems of the Human Body involved in Maintenance
and Continuity
The human organism consists of several organ systems, each of which
includes a set of interrelated organs that work together to provide specialized
functions. The maintenance of homeostasis depends on the coordination of
organ systems (Shier, D. et. al., 2010). The systems involved in maintenance
and continuity are: the cardiovascular system; lymphatic system and
immunity; respiratory system; digestive system; urinary
system and reproductive system.
4.2 Distinguish the Systems of the Human Body involved in Maintenance
and Continuity
To distinguish these systems from each other, let us revisit their respective
functions and what are the organs involved for each human body systems:
v  The cardiovascular system is the transport system of the body by which
food, oxygen, water and all other essentials are carried to the tissue cells and
their waste products are carried away (Assefa, N. & Tsige, Y, 2003). It
consists of three (3) parts:
1.         the blood, which is the fluid in which materials are carried to and from
the tissue;
2.        the heart, which is the driving force which propels the blood; and
3.        the blood vessels, the routes by which the blood travels to and through
the tissues and back to the heart.
v  The lymphatic system is a network of tissues, organs and vessels that help
to maintain the body’s fluid balance and protect it from pathogens. This
includes the lymphatic vessels, lymph nodes, spleen, thymus, tonsils, etc.
v  The respiratory system is an intricate arrangement of spaces and
passageways that conduct air into the lungs. These spaces include the nasal
cavities; the pharynx, which is common to the digestive and respiratory
systems; the voice box, or larynx; the windpipe, or trachea; and the lungs
themselves, with their conducting tubes and air sacs. The entire system might
be thought of as a pathway for air between the atmosphere and the
blood (Assefa, N. & Tsige, Y, 2003).
v  Every body cell needs a constant supply of nutrients to provide energy and
building blocks for the manufacture of body substances. Food as we take it in,
however, is too large to enter the cells. It must first be broken down into
particles small enough to pass through the cell membrane. This process is
known as digestion. After digestion, food must be carried to the cells in every
part of the body by the circulation. The transfer of food into the circulation is
called absorption. Digestion and absorption are the two chief functions of
the digestive system (Assefa, N. & Tsige, Y, 2003).
v  The urinary system is also called the excretory system of the body because
one of its functions is to remove waste products from
the blood and eliminate them from the body (Assefa, N. & Tsige,
Y, 2003). This system consists of two (2) kidneys: this organ extracts wastes
from the blood, balance body fluids and form urine; two (2) ureters: this tube
conducts urine from the kidneys to the urinary bladder; the urinary bladder:
this reservoir receives and stores the urine brought to it by the two ureters;
and the urethra: this tube conducts urine from the bladder to the outside of the
body for elimination.
v  The male and female reproductive systems are connected sets of organs
and glands. Some of the reproductive organs and glands secrete hormones
vital to the development and maintenance of secondary sex characteristics
and the regulation of reproductive functions. Reproductive organs produce
and nurture sex cells and transport them to sites of fertilization. Male sex cells
are sperm. Female sex cells are eggs or oocytes, which in Latin means “egg
cells.” These cells are produced by a special type of cell division
called meiosis (Shier, D. et. al., 2010).
4.3 Explain the Interconnectedness of these Systems of the Human
Body
As mentioned earlier, the maintenance of homeostasis depends on the
coordination of organ systems. Considerably, without the lymphatic
system, neither the circulatory system nor the immune system would function.
Thus, it can be thought of as an accessory to the circulatory system because
it helps the circulatory system to do its respective job, making the two systems
directly connected together.
Noted as well that the entire respiratory system might be thought of as a
pathway for air between the atmosphere and the blood. Therefore, it is safe to
say that the organ systems in human interact in ways that maintain
homeostasis as illustrated below.
Source: Shier, D. et. al.  (2010) Hole’s human Anatomy & Physiology, Twelfth Edition: McGraw-Hill Companies, Inc., New York, USA
Lesson Proper for Week 3
4.1 Define and Distinguish Different Medical Terms
One of the most important requirements of a medical secretary is the
knowledge of medical terms. She must know what the doctor means when she
takes his dictation and she must know how to spell the words he uses (San Luis,
R., 2016). Below are some of the Medical Terms:

Dysmenorrhea. Dys, meaning painful or difficult, meno, referring to

month, and rhea, a flow: painful or difficult menstruation

Enterohepatitis. Entero, meaning bowel, hepa, liver, it is, inflammation:

inflammation of the bowel and liver

Ecotomy. Means sexcision

Gastro. Means relating to stomach

Psycho. Means the mind

Otonomy. Means incision into

Oma. A swelling, usually a tumor

Neuro. Means of a nerve

Internal Medicine (pediatrics, cardiology, gastroenterology -- are

branches of internal medicine)

Surgery (the most important divisions are general surgery, abdominal,

neuro, thoracic, plastic surgery, orthopedic)

Cardiology. Deals with the diseases and abnormalities of the heart

Dermatology. This specialty is concerned with the care of the skin in

health and its treatment when affected by disease

Endocrinology. Deals with the ductless glands and their disorders

Gastroenterology. Deals with disorders of the digestive system

Gynecology and Obstetrics. Deals with women’s disease

Ophthalmology. Deals with the structure, function and disease of the

eyes

4.2 List Some of the Medical Prefixes and Suffixes

A system of words, medical terminology can contain a prefix, root word, a
combining vowel and a suffix to create medical terms. Medical terms describe
medical aspects and diseases. Specific locations on the body are indicated by
prefixes. The meanings of medical terms change with different beginnings and
endings. Medical terms can contain multiple root words, combining vowels etc.
A physician must be very precise when dictating a term. If a letter or word is
misused or inadvertently changes, the result could be unnecessary tests and
appointments. In addition, an unnecessary treatment or an incorrect diagnosis
could occur. The rules that specify how the multitude of roots, prefixes, and
suffixes can be combined are generally based in Latin (Global RPH, 2017). Below
are some of the Medical Prefixes and Suffixes:
Word Beginning

Psych-                  the mind

Psychalgia            pain in the head, pain of mental origin

Psychiatry             the study and treatment of disorders of the mind

Psychology           the study of the mind

Hyper-                  over, excessive, increase

Hyperalgia             excessive sensitivity to pain

Hyperemia            increase in blood circulation

Hyperplasia           excessive number of normal cells

Hypo-                   under, insufficient, deficient

Hypoadrenia          insufficient functioning of adrenal gland

Hypotonia             insufficient functioning of the thyroid gland

Hypodermic           under the skin

Word --ending

-itis                      inflammation of

Angitis                  vessel (blood or lymph)

Appendicitis          appendix

Dermatitis                         skin

 Neuritis                 nerve

Tonsillitis              tonsils

Pancreatitis           pancreas

Arthritis                 joint

Gastritis                stomach

-ectomy                removal of

Appendectomy      appendix

Ovariectomy          ovary

Nephrectomy         kidney

Tonsillectomy        tonsils

-otomy                 incision into

Gastrotomy           bladder

Lobotomy              brain to severe frontal lobes

Tonotomy              tendon

Myotomy               muscle

4.3 Enumerate Some of the Common Medical Abbreviations

These medical abbreviations are commonly used in hospital, medical and dental
records:

a.c.                               before meals

ad lib.                           At will

alt. dieb                         alternate days

noct.                             At night

b.i.d.                             twice a day/twice daily

BP                                blood pressure

c/o                                Complaints of

CBC                             Complete Blood Count

CXR                             Chest X-Ray

DX                               Diagnosis

ECG                             Electrocardiogram

EEG                             Electroencephalogram

EENT                           Eyes, Ears, Nose, Throat

EKG                             Electrocardiogram

gtt                                drops

gr.                                Grain

gm.                               gram

F/U FU                                     Follow up

Fx                                Fracture

HS                               At bedtime

HBP                             High Blood Pressure

Hgb                              Hemoglobin

H.R.S.T.                       Heat, Reddening, Swelling, Tenderness

ICU                              Intensive Care Unit

I/E                                Aspiratory, expiratory

NTP                             Normal Temperature and Pressure

NYD                             Not Yet Diagnosed

o.d.                               right eye

ot.                                Ear

OU                               both eyes

O/E                              On examination

OPD                             Outpatient Department 

o.s.                               left eye

o.h.                               At night

o.m.                              every morning

p.c.                               after meals

p.o.                               by mouth

p.a.                               in equal parts

/day                             per day

p.r.n., PRN                   as often as necessary

pt., Pt.                          Patient

q                                  every

qod                               every other day

q.d.                               Everyday

q.h.                               Every hour

qts                                Drops

q.i.d.                             four times a day

R                                  take

R                                  right

Rx                                treatment

RBC                             Red Blood Count

Stat.                             immediately

Syr.                              syrup

Sx                                Symptoms

t.i.d.                              three times a day

 tw                                 twice a week

tbsp                              tablespoon

t.i.w.                             three times per week

UTI                               Urinary Tract Infection

Ud                                as directed

UVL                              ultraviolet light

Wt.                               weight

wbc, WBC                    White Blood Cells, white blood count

Lesson Proper for Week 4

4.1 Define what a Medical Secretary is
A Medical Secretary is a person who prepares and maintains medical
records and performs related secretarial duties. She should be well-
versed in medical terminology and medical shorthand, and should have
access to doctor’s office, dental clinics, hospitals, medical clinics, public
health departments, foundations, institutions, insurance companies,
companies’ manufacturing supplies, and pharmaceutical products.
Inorder for a medical secretary to be effective, she should be familiar with
the organizational set up of a medical office and the different specialized
medical terms and vocabularies so that she can easily transcribe them
and type documents (San Luis, R., 2016).
4.2 Enumerate the Duties and Responsibilities of a Medical Secretary
A Medical Secretary’s Duties
A good secretary must be trained in office routines such as handling the
telephone, filing and using duplicating and other business machines. She
should also perform tasks such as answering phone calls, handling and
preparing correspondence, keeping accurate and up-to-date records,
making appointments, transcribing dictation, and completing insurance
and other medical forms. One of the main responsibilities of a medical
secretary is to make sure that the office runs smoothly. They must be well
organized in order to maximize the efficiency of their employer’s time.
These secretarial positions require excellent computer skills in word
processing, database management, and spreadsheets. Medical
secretaries are often required to recognize and understand scientific as
well as medical terminology. Furthermore, the duties of a medical
secretary vary depending on the size of the institution that one is
employed.
In smaller offices, they may be required to greet patients, keep medical
records, or act as a receptionist. In larger institutions, they might be
personal secretaries to a department head or work in the medical records
department with several other administrative staff. Anyone interested in
becoming a medical secretary should have good communication skills
and enjoy working in the health care field. She must know how to write
routine business letters, where to look for sources of information, how to
keep financial records, and how to keep a record of office supplies.
The Medical Secretary in a Hospital
The need for secretaries has grown that even in clinics and hospitals,
they prefer to hire secretaries as their medical assistant, instead of
nurses, or any other professionals. Even in engineering field, they prefer
to hire a secretarial graduate. Because secretaries are good in records, in
dealing with all kinds of people, and are skilled and creative worker.
The Office Medical Secretary
Secretaries are also needed in all departments. The chief of the hospital
as well as the directors of the various departments, usually has his own
secretary. These positions are frequently filled from the pool. Secretaries
 do well to inform the personnel manager of their preference, so that they
may be considered when opening occur.
Administrative Office
The secretary in the administrative offices will have to be familiar with the
organization of the entire hospital. Her work may concern only one
particular department such as purchasing, diet kitchen, blood bank, or
personnel, or she may do the work for one or several of the department
heads. As a secretary to a department head, her duties will consist of
taking care of the doctor’s correspondence, his appointments, keeping
records, and filing.
Admitting Office
Much secretarial word is needed in the admitting office, not only in
admitting patients and passing them through prescribed routine, but also
in directing patients to the proper department. All these activities require
records. The magnitude of the job of the record keeping is indicated by
the minimum records required, namely, admission record, ward record,
ledger record, and history record. In every hospital, automation plays a
large part. The great variety of data, such as number of patients admitted,
how many male and female, age, groups, incidence of diseases,
operations, recoveries, deaths, financial status, and accommodations
used, must be assembled for statistical research.
The Clinical Secretary
Every hospital is made up of a number of clinics: arthritis clinic, eye clinic,
nose and throat clinic and so forth. The clinic secretary is a busy person
indeed. Her first job with each patient is to take down information
regarding the patient, similar to what she would record in a doctor’s office.
The information required naturally depends on the hospital and the
particular clinic.
Medical Ethics: The Secretary’s Responsibility
The following are the responsibilities of a medical secretary in the
workplace. The secretary should bear these in mind as she works:

1. Keep everything you hear, see, and read about patient completely
confidential.
2. Never criticize a doctor to a patient.
3. Do not engage in any activity that might be construed as advertising the
doctor’s services.
4. Notify your doctor if you learn that a patient of him is under treatment by
another physician for the same condition.
5. If a referred patient mentions to you that he does not intend to return to
the referring physician, inform your doctor.
6. Do not collect payment or send a bill to another physician or members of
his family unless expressly told to do so by your employer. Medical ethics
dictates that doctors do not charge each other or their families for service
rendered.
 7. Never keep a doctor waiting for his turn in the reception room. Usher him
into your employer’s office as soon as the latter is free.
8. Always connect another doctor immediately on the telephone without
asking the reason for his call.

4.3 List and Distinguish the Different Specialties in the Medical

Profession
The duties of a medical secretary will be determined largely by the
specialty of the doctor for whom she works. Being acquainted with the
special field in which she is engaged will be of great help to her, thus, be
of greater value to her employer. Familiarity with the terms peculiar to the
doctor’s specialty, instruments used and problems likely to be
encountered will greatly facilitate the performance of the secretary’s
duties.
Furthermore, an assistant to a physician, regardless of the special field in
which he practices, will find some knowledge of the fundamentals of
anatomy and physiology is indispensable. The following below are the
brief description of some of the most important divisions of medical
practice given to serve as a guide for the beginning medical secretary:
Internal Medicine
This has always been considered the background of general practice.
Internal medicine is a medical specialty dealing with the prevention,
diagnosis, and treatment of adult diseases. Physicians specializing in
internal medicine are called internists. The general practitioner whose
work covers many different fields does not have the experience for
evaluation and diagnosis possessed by doctors who limit themselves to
internal medicine. Pediatrics, cardiology and gastroenterology are
branches of internal medicine, but often they are practiced as separate
specialties because each field is very extensive, special equipment is
needed, and – as in the case of pediatrics, for instance – each is better
kept segregated.
Surgery
It is a treatment of pathologic conditions by operative procedures. A
surgeon may specialize in any one branch, or he may be a general
surgeon who operates for a variety of conditions. The most important
divisions are general surgery, abdominal surgery, neurosurgery (surgery
of the nerves and the brain), thoracic surgery (surgery of the chest),
plastic surgery (restoration or repair of injuries or defects, usually by the
grafting of tissue) and orthopedic surgery (surgery for the correction of
deformities and restoration of function of muscles and joints).
Cardiology
This is the branch of medicine that deals with the functions and disorders
of the heart. Patients with heart trouble are frequently very sick people
and must be attended to with great care and gentleness. Of the patients
who come to the cardiologist’s office are referred by their own family
 physician, and in such cases the cardiologist works in close cooperation
with the referring doctor, sending him regular reports on the patient’s
treatment and progress. The secretary who is familiar with the patient and
his condition must learn to quiet his fears and to reassure him.
Examinations include ECG, taking of blood pressures and usually X-rays
to determine the size, shape, and position of the heart, and a fluoroscopic
examination to determine the heart action.
Dermatology
This specialty is concerned with the case of the skin in health and its
treatment when affected by disease. The medical history is extremely
important in all dermatological cases. A secretary who accepts a position
with a dermatologist must realize that patients having skin diseases are
often more sensitive than others, since their vanity may be affected.
There is a little danger to the secretary of infection from skin patients,
since even contagious skin diseases are not transmitted through casual
contact.
Endocrinology
The branch of medicine deals with the ductless glands and their
disorders. Obesity, sterility, menopause, diseases of the adrenals or the
thyroid, and diabetes are only a few conditions treated by the
endocrinologist.
Gastroenterology
Gastroenterology deals with disorders of the digestive system. One of the
routine procedures in the office of a gastroenterologist is the
administration of a test meal for diagnostic purposes. This meal is usually
prepared by the office assistant, and very careful attention to the doctor’s
instruction is necessary.
Gynecology and Obstetrics
Gynecology deals with the women’s diseases, obstetrics refers to the
condition of pregnancy, prenatal care, childbirth, and its aftermath. All
gynecologists are also obstetricians, but not all obstetricians are
gynecologists. The assistant who works for a gynecologist should have a
good understanding of the process of pregnancy and childbirth. The
assistant to an obstetrician would do well to acquaint herself with the
routine instruction given to pregnant women, so that she will be able to
pass these on to patients who come for prenatal care. She should also be
familiar with the different procedures for vaginal or cervical smears.
Neurology
It is a disorder of the nervous system caused by organic injury, disease,
or infection. A neurological examination includes the testing of the
sensory system and various reflexes. Such an examination takes about
an hour, and appointments must be arranged accordingly. The doctor
may dictate his findings to the secretary during the examination. Patients
who come to a neurologist frequently are severely handicapped and have
difficulty in walking. They should be assisted in every way. Some of them
 are afflicted with tremors, stiffness of facial muscles, tics (making
grimaces) or other peculiar behavior. A patient may have an epileptic
attack in the neurologist’s office. It is imperative for the secretary not to
become excited or frightened. One form of treatment for neurological or
psychiatric conditions is that of shock therapy. The assistant will be
expected to help the doctor in these treatments. A diagnostic procedure
for neurological conditions is the electroencephalogram (EEG). A
machine that measures the electrical action currents of the brain and
records them by tracings.
Ophthalmology
This specialty has to do with the structure, function, and diseases of the
eyes. One of the frequent emergencies coming to the ophthalmologist’s
office is a person who has something in his eye. An important duty of the
office assistant is to sterilize instruments and solutions for irritation, for
instillation and at times for minor operations and to clean them and
sterilize the instrument immediately after the operative procedure. The
secretary to an ophthalmologist is required not to use nail polish, which
marks the dirt under the fingernails; she must scrub her hands and nails
with soap and water before and after touching or handling a patient’s
eyes.
Orthopedics
This specialty is concerned with the treatment of musculoskeletal system.
What is called bloodless surgery is an orthopedic specialty. Orthopedists
work a great deal on plaster casts, which may be put on and taken off at
the office. Dressings have to be change, sutures removed, and slight
fractures bandaged. The medical secretary must know how to
demonstrate them. Physical therapy is used extensively in orthopedics,
and the assistant should be trained in massage, mechanotherapy, and
electrotherapy.
Otology, Rhinology, and Laryngology
These specialties refer to the structure, function and diseases of the ear,
nose, and throat and are usually practiced together. In this specialty, the
secretary may be expected to assist with all examinations and treatments.
It is her duty to select, prepare, sterilize and lay out all the instruments the
doctor will need for each patient. The instruments needed for a nose and
throat examination are nasal speculum, laryngeal mirror, tongue
depressor, spray or atomizer for local anesthetic, nasal suction top
attached to the suction apparatus, and, if no cuspidor is attached to the
examination chair, a basin. The secretary will have to exercise particular
patience if they misunderstand her or do not hear her.
Pediatrics
The treatment of children’s diseases or of children is called pediatrics.
The secretary in the pediatrics’ office will have more emergency calls than
in any other office. Proper handling of a child requires special skill. He
should be touched as little as possible during an examination.
Psychiatry
This branch of medicine is distinct from the others, dealing as it does with
functional nervous disorders or mental disease. The secretary to the
psychiatrist faced with very special problems. She will have relatively little
contact with patients. A quiet and firm attitude on the part of the secretary
can help greatly to calm such a patient.
Radiology
This specialty refers to the diagnostics and therapeutic application of
radiant energy, including Roentgen rays and Radium. The first field of
practice is restricted to taking X ray pictures for diagnostic purposes only.
The secretary must be a good medical stenographer to be able to take
down notes rapidly and accurately. She should have a fair knowledge of
anatomy and particular of osteology – that is, the structure of the bones –
so that she will know what part of the body the film represents.
Urology
Deals mainly with diseases of the genitourinary system. Most urologists
also treat venereal diseases, particularly gonorrhea, and nervous
disorders of the male. Urology includes surgery of the bladder, kidney,
and prostrate. Urology includes surgery of the bladder, kidney, and
prostrate.
Notably, the secretary holds a key position, no matter what the field of her
specialty – science, medicine, law, international trade. If it is really in your
heart to become a Medical Secretary, expect as early as now that the
following below are also assumed to be delivered in this career in
different workplaces:
Laboratories. Working for a doctor who heads a medical laboratory is also
a challenging career. Some directors of such laboratories conduct
research in addition to their regular diagnostic work.
The Business World. There are splendid openings for medical secretaries
in the offices of manufacturers and distributors of drugs, surgical
instruments and hospital supplies. They will give preference to a
secretary who is trained in medical terminology and can take medical
dictation.
Clinics. Medical secretaries are needed in these clinics for performing
duties similar to those in a private physician’s office.
Public Health Departments. Each state and almost every municipality has
its own health department. Trained persons are needed to take care of
the secretarial work. Some of these positions carry civil service status.
Foundations. Many secretaries with medical training are employed in this
fascinating field.
Institutions. Convalescent homes, nursing homes, home for the aged, and
many other welfare organizations and institutions all need secretaries.
They prefer those who have had training in medical secretaryship.
 The Armed Services. The Army, the Navy, have medical departments
wherever there are military installations. Such position may be obtained
while retaining civilian status but they also offer an opportunity of joining a
branch of the service.
Prepaid Medical Care and Hospitalization Plan. Insurance companies are
particularly anxious to employ secretaries who are familiar with medical
terminology.
Freelance Work. For those medical secretaries with a flair for writing and
an interest in editorial work, there are excellent opportunities as medical
editorial assistants. She can work at home and take time off between
assignments, a freedom not often found in secretarial positions.
Teaching. Who would be a better teacher of medical secretaries than one
who has been a medical secretary herself? Many years of experience are
necessary of this career (San Luis, R., 2016).

Lesson Proper for Week 5

4.1 Define what Dental Secretary is
The dental secretary makes appointments, keeps the patients' records,
takes dictation, discusses fees, collects payments, order supplies, and
attends to the dentist's correspondence. Above all, she is the dentist's
public relations agent who creates goodwill and a friendly atmosphere in
the office.
The management of a dentist's office is similar to that of a physician's
office. Here, appointments must be made too, bills sent out, and accounts
kept. Histories of the patients' condition and of the services performed are
written up and charts are filled (San Luis, R., 2016).
4.2 Enumerate the Duties and Responsibilities of a Dental Secretary
One of the most important duties of the dental secretary is making
appointments with patients, so that the doctor’s time is fully utilized. The
secretary therefore must know what is to be done.
In addition to performing secretarial tasks, the dentist’s secretary must
learn some of the technical aspects of her employer’s practice. First of all,
she must know the nature of the dentist’s work and understand the
terminology used in dentistry. She must also learn by name and sight the
various instruments he will use. She must know how to keep records and
how and when to order the needed supplies. The following are the main
fields of dentistry:
1. Oral hygiene, that is, cleaning of teeth, treatment of gums
2. Restoration of teeth by means of:

   Amalgam Fillings
   Bridges
   Cement Fillings
   Dentures
   Gold Crown
   Gold Inlays
   Porcelain Fillings
   Porcelain Inlays
   Porcelain or Acrylic Jacket Crowns

Noted as well that inorder for the dental secretary to perform work
intelligently and efficiently, she must be thoroughly familiar with the
vocabulary of the dental profession as it refers to dental anatomy, dental
pathology, dental instruments, and dental supplies. She will then
recognize at once her employer’s requests, will be able to take his
dictation accurately, and will know how to spell the technical terms.
Frequently the doctor, while examining a patient will dictate to the
secretary the condition of the teeth, while she charts his findings on the
proper form. The following are some of the common dental terminology:

   Dentalgia          - toothache
   Dentifrice          - preparation for cleaning teeth
    Dentin               - the bonelike structure forming the major part of the
tooth
   Denture             - a set of artificial teeth
   Odontoma        - a tumor of dental tissue or from a tooth
   Periodontis        - inflammation of the periodontal membrane

4.3 List and Distinguish the Different Dental Instruments and

Supplies
Inorder to be of help to the dentist, the assistant must know all the
different instruments, their respective purpose, and their corresponding
names.
The three instruments which are used for every examination are:

   Cotton Pliers     - for various uses

   Explorer            - a pointed instrument used to explore the teeth for
cavities
   Mouth Mirror      - used to make parts of the teeth visible to the dentist

                                                           
Dental Mirror                                  Dental Explorer                                 
Cotton Pliers
                                      
               (http://www.photo.dictionary.com)  (https://i.ebayimg.com/images/)   (https://th.bing.com)     

There are also:

    Amalgam Carrier     - for carrying the amalgam to the cavity

    Amalgam Plugger   - manual or automatic
     Chisels                  - for shaping the walls of a cavity
    Drills or Burs          - for cleaning out a cavity before filling a tooth
    Excavators             - for removing a decay from the cavity
    Plastic Instruments - for inserting and shaping the filling
    Scalers and Curets - for treatment of gum conditions
    Saliva Ejector  - remove saliva as well as blood and other waste
materials
    Explorer Cotton Pliers - place and remove objects from the patient’s
mouth
    Ultrasound Dental Instruments - high speed variations for learning
and drilling of tooth

Lastly, the following are the common dental supplies:

These are cement; cotton; disks; floss; artificial stone; plaster; rubber
dams; swabs; modeling compounds; filling materials (gold, porcelain,
amalgam silicates, alloys, etc.); impression trays; temporary cement;
dressings; Alginate; engine belt; X-ray films; impression materials;
syringes and needles.

Lesson Proper for Week 7

4.1 Enumerate Some of the Personal Qualifications of a Medical
Secretary
Medical secretaries, sometimes called as medical administrative
assistants are often the right hand of the physician who needs to focus on
practicing medicine. Typically, she is the one responsible for all clerical
tasks, which can include patient scheduling, medical record management,
transcribing medical dictation, and arranging for patients to have surgery
or to be admitted to a hospital, etc. But how fit are you really to be a
medical secretary? It is given that for every job or position, there are
always these so-called equivalent qualifications. Below are some of the
personal qualifications a prospective medical secretary should possess:
Kindness and Sympathy. It has been said that only a good man can be
a doctor and that is kindness while sympathy simply assumes a medical
secretary to ask herself how she would like to be treated when she visits
a doctor’s office.
Accuracy and Dependability. The medical assistant may be required to
give injections, administer treatments, or dispense medicine. The doctor
issues exact instructions, but he cannot always be present to supervise
them. It is easy to see how much more important they are in medical
office, where carelessness, negligence or forgetfulness may cause bodily
harm to a patient or even endanger his life.
Punctuality. There are many matters to be attended to before the doctor
begins seeing the patients such as the mail must be sorted so that the
doctor can at least glance over it; the patient’s record must be given to
him; and instruments must be sterilized. If these things are prepared
hurriedly, mistakes are likely to occur.
Thoroughness. It is necessary to check almost everything, that is of any
importance. Thus, keen attention to detail or being meticulous is assumed
as well to be observed by a medical secretary.
Tact. Tact is the ability, either instinctive or acquired, to speak and to act
perceptively and effectively in difficult situations or with difficult people, in
a manner that will not give offense but will create goodwill while achieving
the purpose at hand.
Other qualifications a medical secretary should have include being
friendly; patient; understanding; helpful; efficient; cheerful; considerate;
and noticeably happy personality.
4.2 List Some of the Skills and Specialized Knowledge Requirements
of a Medical Secretary
In addition, here are some of skills and specialized knowledge
requirements of a medical secretary:
1.  A medical secretary must have wide knowledge in medical
environment;
2.  ability to do secretarial jobs such as book keeping, answering
telephone calls and documenting files;
3.  must be keen and accurate to details;
4.  accurate in writing billing statement, prescriptions, examination results
and other important documents to patients;
5.  familiar in using medical and office equipment;
6.  ability to transcribe recorded intern’s medical diagnosis and encode it
in computer;
7.  must have active senses and quick attention;
8.  must know how to understand and use medical terminologies;
9.  experience in hospital office works; and
10. know how to assist patients properly.
4.3 Discuss the Professional Conduct of a Medical Secretary
A doctor usually trusts his secretary to know what is right and to act
accordingly. The atmosphere in a professional office is at once more
informal than that in a business office and more official. Good breeding
and good manners – which mean, after all, doing the right thing at the
right time and not the wrong thing at any time – will be invaluable qualities
for the medical secretary to possess.
Smoking. This activity should not be indulged in during office hours
unless during a lull, and then only in the rest room.
Personal telephone call. This should be kept to a minimum in number
and length.
Serenity. A feeling of being calm and tranquil. A person who undertakes
work in a doctor’s office must realize from the beginning that her hours
may be as irregular as those of the doctor himself.
Common sense. The secretary should have some knowledge of first aid
and enough presence of mind to apply it until the doctor arrives if a
patient comes or has just had an accident.
Familiarity. The doctor should always be addressed by his last name and
title, such as “Dr. Santos”, and it is advisable that the doctor call his
secretary by her last name.
Accepting Criticism. The secretary must be able to take criticism. No
matter how capable and efficient she is, the doctor for whom she works
may prefer things done in a way different from that to which she has been
accustomed or in which she has been trained.
Professional Secrecy. The secretary who works for a doctor assumes
the obligation of the code of medical ethics for herself. She will learn great
many things about personal affairs of patients and doctors alike, but
nothing that she hears or sees must ever be repeated. The medical
histories of patients yield much confidential information, not only
regarding the patients themselves, but also about other members of their
families and perhaps their friends as well. No details of the patient’s
 illness, his personal history, or matters relating to his family must be
disclosed to anyone under any circumstance. No patient’s histories,
laboratory reports, letters or other data should be left lying on the desk
while the secretary is out of the room. Nothing that happens in the office
should be repeated at home or to the secretary’s friends, even without
mentioning names.
Appearance. Good grooming is even more necessary in a doctor’s office
than elsewhere. Discreet makeup is important. Being well dressed
means, above all, being appropriately dressed. The secretary to a doctor
must wear clothes that reflects the dignity of the doctor’s profession, for
she is a representative of that profession. The secretary’s personality is of
basic important to the overall efficiency of any office.

Lesson Proper for Week 8

4.1 List the Basic Rules and Courtesy in Handling Telephone Calls
and Messages
The key to the medical secretary’s successful career is, of course, her
dealing with the doctor’s patients. How she talks to them, attends to their
requests, and handles her personal relations with them will affect the
entire atmosphere of the office. Contact of patients is made not only on
their visits to the office but also on the telephone (San Luis, R., 2016).
Below are the three (3) basic rules for handling telephone calls:
1. the medical secretary should speak with a “voice with a smile”;
2. she should check to be sure that person’s name has been correctly
spelled; and
3. she should write down the message at once.
Courtesy begins with prompt attention to the call. The secretary should
answer just as if she were extending a face-to-face greeting to the caller.
A pleasant voice will be reassuring to the caller. By all means, she should
avoid a tone of voice that sounds monotonous, indifferent or inattentive.
The caller will sense this mood at once and will react accordingly, making
communication just that much more difficult. It should be low-pitched and
she should speak directly into the mouthpiece in a friendly manner. The
conversation should be deliberate and unhurried, giving the caller time to
understand and to think. It is important to enunciate clearly. People who
are ill are sensitive, irritable and sometimes unreasonable. Their attitude
will depend to a considerable degree on the secretary’s handling of the
call. Examples of courteous expressions are “Thanks for Calling”;
“Goodbye”; and “Please wait for a moment” and let the caller hang up
first.
In addition, a record of each telephone call must be made. While talking
on the telephone, the secretary should jot down notes, preferably
in shorthand, recording the gist of the conversation. Details should be as
complete as possible. If the call requires action on the part of the
secretary, she should add a report on what was done. The secretary who
has a permanent record of a telephone call is in a position to settle many
questions that otherwise might come up later. The telephone message
slip should include: 1) date and time; 2) name and address of the caller;
3) telephone number; 4) message in detail or gist of the conversation; 5)
remarks by the secretary; and 6) action taken. When the name is a
difficult or unusual one, the secretary should ask the caller to spell it.
Below is an example of a message slip:
Source: San Luis, R. (2016). Worktext in (specialized) legal, medical, technical office procedures: Mindshapers Co., Inc., Intramuros,
Manila

4.2 Explain the Importance of Appointment Book in Meeting the

Patient/s
The first thing for the secretary to do when she takes a new job is to find
out what the doctor’s schedule is and at what hours appointments with
patients can be made. The doctor probably is on duty at one or more
hospitals on certain days and certain hours, at which times he can see no
patients. Office hours, therefore, may vary on different days. If he is a
general practitioner or has many patients whom he has no visit at home,
he may set aside a definite time every day for his round of calls.
The secretary should check her appointment book upon the arrival of
each patient to make sure that no mistake has been made that would
upset the day’s schedule. The appointment book usually serves also as a
record from which the number of visits is taken when bills are made out. It
is, therefore, important that all appointments be carefully entered.
Appointment books should be kept permanently, because they are
acceptable records for income tax purposes.
When an appointment has been canceled, the appropriate entry should
be made in the appointment book at once so that the visit will not be put
on the bill. The time for a new appointment should be suggested. It is,
therefore important to know the patient’s home telephone whenever
possible.
4.3 Discuss in General the Proper Etiquette in Meeting and Dealing
with the Doctor’s Patient/s
The doctor’s public relations agent is his secretary-receptionist. She is the
first person the patient meets when coming to the doctor’s office. Her way
of receiving the patient, welcoming him, and making him feel at home will
influence his whole subsequent attitude toward the doctor and his
treatment. The way in which the secretary handles the telephone,
manages the appointment schedule and receives the doctor’s patients
are important parts of her task of building up good public relations, that is,
good patient relations for her employer. A tactless or unsympathetic office
assistant can, by inattention to basic rules of courtesy, drive patients
away, no matter how much confidence they may have in the physicians.
When it comes to referred patients, it is particularly important to know the
name of the person by whom the patient has been referred. If he has
been sent by another doctor, a note of thanks must be sent to the latter,
giving a brief report of the results of the examination, the treatment
prescribed and the results expected.
On the other note, the hardest test of good public relations is met with the
difficult or problem patient. It must be remembered that a person who is
sick or in pain is more sensitive and more given to outburst than a well
person. Dealing with such individual requires a great deal of
understanding and restraint. Thus, public relations implies that the
secretary creates goodwill for the doctor without seeming to have this as
her purpose. All other visitors to the doctor’s office should be greeted
courteously. All of these have something to do with etiquette.
Lesson Proper for Week 9
4.1 Define Medical Record Operationally
A medical record is a permanent document giving a complete account of
a person’s illnesses or inquiries and the services rendered by medical
professionals. The level of detail required on medical records is
substantial. Accurate medical records benefit the patients, the physician
and the public. The medical records serve as a quick reference that aids
the physicians with diagnosis and treatment. Medical records serve the
public because researchers can perform statistical analyses of data
contained in them (San Luis, R., 2016).
Medical report, on the other hand, pertains to the reports of tests and
examinations that are kept in the patient’s file folder, except X-rays, which
usually are too large for standard manila folders. X-ray films are large-
size photographic records produced for diagnostic purposes in response
to a request from a clinician. They form part of patient’s case history, but
because of their size they cannot be kept in the files containing the case
notes. X-rays are usually filed separately, accordingly to a unique
identifying number that is linked with the patient’s name. Request for X-
rays can be made on a printed form and it is usual for the same form to
be used subsequently for a written report based on examination of the X-
ray. This form or a copy of it is placed in the case note file.
4.2 Identify the Type of Documents Stored in a Typical Medical
Record
In the Doctor’s Office, records of many types are needed. In a physician’s
office, these papers are divided into two (2) main categories:
1. Medical records of the patients’ state of health.
2. Business papers that consist of financial records and other documents
necessary to the management of the doctor’s office.
The Patient’s Medical History
These records are of greatest importance to the doctor, not only while the
patient is under his care, but also if the patient returns after perhaps a
space of many years, as often happens. Histories have a great statistical
value as well - for instance, in evaluating a certain type of treatment or for
ascertaining the incidence of a particular disease - or may be used for
preparing a lecture, or a book. Patients’ histories may have to be
produced in courts, either to uphold the right of the doctor if he is involved
in litigation, or to substantiate the claim of the patient if the doctor is called
as a witness. When the patient is discharged, the date of his discharged
and the degree of his improvement are added. This record is called as
the patients’ medical history.
A patient’s history must contain the following data, in addition to such
basic information as name, address, and so forth.
1. Present complaints or ailment and date of onset
2. Anamnesis (patients’ medical history)
3. Personal history
4. Family history
5. Results of examination
6. Diagnosis
7. Prognosis
8. Treatment prescribed and medication ordered
9. Progress report
10. Discharge and final statement
The present complaints and onset of the disease must contain an exact
description of the symptoms that are troubling the patient, the time when
he first noticed them, his opinion as to the causes and possible influences
by any external factors, any remedies that the patients may have applied,
and any further information that the patient may volunteer that has any
bearing on his illness, also, any medical treatment that he already may
have had for the same condition and a statement as to whether he has
consulted another physician.
The anamnesis must include any illnesses the patient may have had in
the past and treatment administered; any operations, accidents or injuries
he may have sustained; also, any physical defects - congenital or
acquired - from which he may be suffering; and any allergies to
medications or other material.
The personal history must contain the patient’s statement about his habits
in regards to stimulants, drugs, exercises, and daily hygienic routine, and
the condition in his employment or in his surrounding that may affect his
health.
The family history consists of facts about the health of the patient’s
parent, and other blood relatives that might be significant to the patient’s
condition.
On the basis of the results of the examination, the doctor determines the
disease or condition from which the patient is suffering, that is, he makes
the diagnosis.
The doctor’s prognosis - his opinion of what the outcome of the illness will
be, the patient’s chances of improvement or cure.
All treatments prescribed and medication ordered are entered in detail,
with the name and strength of the medication, as well as the amount
ordered.
After each visit, the doctor’s observation, that is, the progress report, are
added to the history. Improvement or aggravation of the patient’s
condition, any change in treatment or medication, and the patient’s own
report about his condition are recorded.
When the patient is discharged, the date is entered on the chart, together
with a final statement about his health, at that time. Should the patient
die, a statement describing the cause of death is entered and the history
is marked “closed”.
4.3 Distinguish the Types of Reports and the Like
The kind and number of medical reports depend on both the patient’s
condition and the specialty of the treating physician. They include the
following types:
Laboratory Findings. These are the results of blood test, urinalysis, and
so forth.
Electrocardiogram. This tracing of the heart activity charts the electric
impulses that accompany living processes.
Basal Metabolism. A test to determine the rate at which a person
consumes pure oxygen at complete rest is an important indicator of the
patient’s general state of health.
Biopsy Report. The result of the microscopic examination of a piece of
living tissue by a pathologist.
Audiogram. This is a record of the patient’s hearing ability.
Fever Charts. These are recorded if the patient is at home.
Vaccination (Inoculation). These are records for children. These are
permanent records on which each vaccination for polio, diphtheria,
pertussis, and so forth, is entered in the patient’s file.
School Records. Certification of vaccination, statement as to the child’s
illness, and certification of health are made.
Discharge Summary from Hospitals. A brief account of the patient’s
illness, operation, and progress is placed in the patient’s hospital file. The
doctor often requests a copy for his own file.
Autopsy Report. If any, this report describes the autopsy procedure, the
microscopic findings, and the medical diagnoses.
It is the secretary’s duty to follow up any tests that have been ordered and
to make sure that the report is received, seen by the doctor, the results
entered on the history, and then filed.
There are still other types of hospital records such as case notes. Case
notes are created or written when a patient comes into contact with any
member of the medical staff. Notes may also be created to record contact
with nurses, physiotherapists and others involved in patient care. Case
notes include patient histories, diagnostic test results and temperature,
blood pressure and other charts, as well as records of operations and
other forms of treatment.
In different circumstances, minutes and papers of major committees and
of the governing body, if there is one, serve as the central record of the
hospital’s affairs. The hospital administrator’s files and correspondence
will reflect the implementation of policy and also the hospital’s day-to-day
activities in so far as they need his or her direction. This is of the central
administrative records.
In addition, hospitals also require records relating to finance, personnel,
buildings, accommodation, stores and other such services, although they
will be little different from those used in non-medical organizations of
equivalent size. Besides these records, annual and statistical reports will
probably be prepared, providing summaries of hospital activity. Legal
case files and duty officers’ logs are other key hospital records. Duty
officers’ logs may be used to record unexpected incidents which occur
when day-time hospital staff are not on duty.
Finally, many different types of printed forms are available for keeping
patients’ histories. These have headings for the different items that help
one to remember all the questions that must be asked. The type of form
to be used will be determined by the specialty of the doctor.