Doctor's Secretary

Eye Clinics; Manila; On-site; PHP 223,000 - 357,000; Full time

Job summary

Eye Clinics in Manila/Taguig seeks a highly organized Medical Clinic Secretary to support ophthalmology clinic operations and patient management. You will coordinate follow-ups, scheduling for procedures, and ensure accurate patient records, while maintaining strict confidentiality and professionalism.

The role involves assisting with the doctor’s schedule, liaising with departments, ordering clinic supplies, and handling billing/insurance coordination as needed.

Qualifications

• Excellent organizational and time-management skills.
• Strong written and verbal communication.
• Ability to maintain confidentiality with sensitive information.
• Proficient in Microsoft Word, Excel, Google Forms and calendar scheduling.
• Able to coordinate with healthcare providers in Manila/Taguig.

Responsibilities

• Coordinate patient follow-ups and scheduling.
• Manage patient intake and ensure complete, organized records.
• Handle communications via calls, texts, and inquiries.
• Oversee doctor schedule and operating room bookings.
• Coordinate billing, invoices, and insurance coordination.
• Maintain confidentiality and professional conduct at all times.

Skills

Organizational skills

Communication skills

Attention to detail

Confidentiality

Microsoft Word

Excel

Google Forms

Email management

Calendar scheduling

Tools

Microsoft Word

Excel

Google Forms

Email management

Calendar systems

Job description

About the role

We are seeking a highly organized, competent, and dependable Medical Clinic Secretary to join our team in Manila and Taguig. This is a critical administrative role that will provide essential support to the day-to-day operations of an Ophthalmology clinic and the management of our patients.

As Secretary, you will be the backbone of office operations, coordinating patient follow-ups, scheduling patients for procedures and operations, facilitating the ordering of clinic supplies and patient consumables, and managing other administrative requirements. You will also serve as the primary administrative support for the doctor’s professional and personal schedule: organizing meetings, coordinating commitments, keeping track of important appointments and deadlines, and assisting with other agenda items as needed.

The goal is to keep things organized, anticipate what needs to be done, and make the doctor’s day-to-day responsibilities more manageable, allowing the doctor to remain focused on patient care.

What you are primarily expected to do:

• You will be working in Manila and Taguig, depending on the day of the week, generally from 9:00 AM to 5:00 PM. There may be days when you are required to come in earlier or leave later; all authorized overtime will be compensated accordingly. Punctuality and reliability are essential.

• You will be responsible for handling incoming and outgoing communications, including telephone calls, text messages, and other patient inquiries. You are expected to communicate clearly, professionally, and courteously. Any inquiry beyond your current knowledge should be appropriately referred to the doctor for confirmation rather than answered inaccurately.

• You will attend to patients at the clinic and assist with basic patient intake and preliminary assessments, including obtaining patient details, taking a basic history, checking visual acuity, and performing other routine tasks as instructed. During consultations, you will assist the doctor as needed. After consultations, you will ensure patient charts are complete, organized, and filed systematically. All patient records and information must be treated with strict confidentiality.

• You will also be managing the doctor’s surgical schedule, ensuring that all slots in the operating room have been reserved, patients have been cleared, patients have been instructed on pre-operative instructions, and that patients have been informed of their schedule. You are expected to instruct patients on their follow-up schedules post-operatively.

• You will also assist in managing the doctor’s professional and personal schedule, including meetings, appointments, commitments, deadlines, and other agenda items. Please keep track of schedules and important matters, and whenever possible, anticipate what needs to be prepared or followed up.

• You will be expected to liaise with other departments and healthcare providers to support effective communication and workflow, particularly in coordinating patient referrals to other services.

• You will assist in monitoring and facilitating the ordering of clinic supplies and patient consumables, ensuring that essential items are available when needed and that purchasing requirements are properly coordinated.

• You will be expected to process billing, purchase orders, invoices, and other administrative documents with accuracy and attention to detail. You will also assist with patient billing, HMO, and insurance coordination, including facilitating requirements, coordinating coverage and approvals, reviewing and clarifying patient charges, and helping address discrepancies in billing or insurance claims. You will coordinate with the clinic, hospital, HMO/insurance providers, and patients to ensure that necessary documents, approvals, and charges are properly addressed and processed in a timely manner.

• You are expected to treat all doctors, patients, staff, and other personnel with honesty, respect, patience, and professionalism.

We are looking for someone who is organized, proactive, responsible, and capable of taking ownership of their work.

• Excellent organizational and time-management skills, with the ability to manage multiple tasks simultaneously.

• Strong written and verbal communication skills, with meticulous attention to detail.

• Basic proficiency in Microsoft Word, Excel, Google Forms, email management, and calendar scheduling systems.

• Ability to maintain confidentiality and handle sensitive information with discretion.

• Professional demeanor with excellent interpersonal and customer service skills.

• High level of accuracy and reliability in completing administrative tasks.

• Ability to work independently and prioritize tasks appropriately.

• Willingness to learn and adapt to the needs of a busy medical practice.

• Proactive mindset: able to recognize what needs to be done, follow through on responsibilities, and avoid relying on constant supervision

Most importantly, we are looking for someone we can TRUST. This position involves handling patients, schedules, medical records, billing concerns, communications, and the doctor’s time. Attention to detail, initiative, discretion, and follow-through are therefore not optional; they are essential to the role. If you are someone who takes pride in being dependable, organized, efficient, and one step ahead, we would be happy to hear from you.