Administration

To Become Medical Secretary in Ontario: Salary, Training, and Career Outlook.

by Occupations.ca Team
10 min read

Have you ever thought about being the steady, friendly voice that holds a doctor’s office or Hospital unit together? As a Medical Secretary in Ontario, you are the first person patients meet, the organizer behind the scenes, and a key partner to healthcare teams. If you like people, details, and a fast-paced environment, this role could be a great fit for you.

Job Description

A Medical Secretary (also called a Medical Office Administrator or Medical Administrative Assistant) keeps healthcare settings running smoothly. You greet patients, manage appointments, prepare documents, Support billing, and help clinicians with administrative tasks. You work with sensitive health Information every day and must follow Ontario privacy laws carefully.

Medical Secretaries are needed in many places across Ontario: family practices, walk-in clinics, specialist offices, hospitals, diagnostic imaging clinics, community health centres, public health units, Rehabilitation centres, and long-term care homes.

Daily work activities

Your day will usually start by checking the schedule, confirming the first appointments, and making sure the team has what they need. You may answer phones, respond to emails, prepare charts, update electronic medical records (EMRs), and coordinate referrals. If you work in a hospital or urgent care, expect shift work and a steady stream of requests from nurses and doctors. In a clinic, your day may be more predictable but still busy, with constant patient contact and multitasking.

You will use EMR software daily to schedule, record notes for billing, upload documents, and process referrals. You also help patients feel welcome and informed, especially if they are anxious or new to the healthcare system.

Main tasks

  • Greet patients, verify identity, and update demographics and Insurance details (OHIP)
  • Answer phones and emails; book, reschedule, and confirm appointments
  • Prepare, organize, and maintain electronic medical records (EMRs) and paper files
  • Process physician orders, referrals, lab and imaging requests, and follow-up bookings
  • Handle OHIP billing basics and third-party payments (e.g., insurance, WSIB)
  • Prepare medical correspondence, forms, and reports with accurate medical terminology
  • Coordinate clinician schedules, meetings, and room bookings
  • Maintain office supplies, forms, and standardized templates
  • Follow PHIPA privacy rules when handling health information and consent
  • Support patients with instructions (e.g., fasting before tests, preparation forms)
  • Liaise with pharmacies, labs, hospitals, and community care providers
  • Assist with unit or clinic workflows to meet targets and improve patient flow

Required Education

While some employers will train on the job, most Ontario healthcare organizations prefer candidates who have completed a postsecondary program in medical Office Administration or a related health office field.

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Diplomas and degrees

  • Certificate (8–12 months)
  • College Diploma (2 years)
    • Focus: All certificate topics plus advanced billing, health law and ethics, advanced EMR, document production, data quality, and often a practicum/placement
    • Strong option for hospital Unit Clerk roles and larger clinic settings
  • Bachelor’s Degree (3–4 years) – optional
    • Degrees in Health Administration, Health Informatics, or Business can help you move into supervisor or clinic manager roles later
    • Not required for most Medical Secretary jobs but can support long-term growth

Medical Secretary is not a regulated profession in Ontario. However, employers value recognized Training, practical experience, and proof of strong administrative skills.

Length of studies

  • Certificate: typically 8–12 months
  • College Diploma: typically 16–24 months (2 academic years), often with a co-op or placement
  • Bridging/upgrading courses for newcomers or career changers: weeks to months, depending on focus (e.g., EMR, OHIP billing, medical terminology)

Common admission requirements: Ontario Secondary School Diploma (OSSD) or equivalent, English proficiency, and keyboarding skills. For placements in healthcare settings, you may need immunizations, TB testing, a Vulnerable Sector Check, and CPR/First Aid.

Where to study?

Public colleges in Ontario offer Medical Office Administration or Health Office Administration programs. Examples include:

  • Algonquin College (Ottawa)
  • Centennial College (Toronto)
  • Conestoga College (Kitchener/Waterloo)
  • Durham College (Oshawa)
  • Fanshawe College (London)
  • George Brown College (Toronto)
  • Georgian College (Barrie)
  • Humber College (Toronto)
  • Mohawk College (Hamilton)
  • Niagara College (Niagara Region)
  • Seneca Polytechnic (Toronto)
  • Sheridan College (Oakville/Brampton)
  • St. Clair College (Windsor)
  • St. Lawrence College (Kingston/Brockville/Cornwall)

Useful links:

Selected program pages (examples):

Professional Development and resources:

Salary and Working Conditions

Salaries vary by region, setting, unionization, and responsibilities (e.g., hospital unit clerk vs. small clinic Receptionist/administrator).

  • Entry-level salary (Ontario): about $20–$23 per hour
  • Experienced salary (Ontario): about $27–$32+ per hour

If you work full-time (about 37.5 hours/week):

  • Entry-level annualized: roughly $39,000–$45,000
  • Experienced annualized: roughly $53,000–$62,000+

To see current wage data and regional differences, review the Government of Canada Job Bank for Medical Administrative Assistants (NOC 13112) in Ontario:

Hospitals and larger healthcare organizations may offer:

  • Unionized roles (e.g., CUPE, OPSEU/SEFPO, SEIU Healthcare)
  • Extended health Benefits and pensions
  • Shift premiums for evenings/nights/weekends
  • Paid vacation and sick leave

Smaller clinics may offer:

  • Weekday, daytime schedules
  • Smaller teams and broad responsibilities
  • Fewer benefits, but the chance to learn many different tasks
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Job outlook

Ontario’s demand for Medical Secretaries is consistently strong due to population growth, aging demographics, and ongoing digital transformation in healthcare (EMR adoption, virtual care). Larger urban centres (Toronto, Ottawa, Hamilton, London) have many opportunities; northern and rural regions often need staff and may offer competitive compensation.

Check the official outlook for Ontario (NOC 13112):

Key Skills

Successful Medical Secretaries combine strong people skills with excellent administrative ability. Employers look for reliability, accuracy, and the ability to protect patient privacy.

Soft skills

  • Communication: clear, friendly, and professional with patients and clinicians
  • Customer service: empathy, patience, and a helpful attitude
  • Organization and time management: handle multiple requests and deadlines
  • Attention to detail: accurate data entry and Document Preparation
  • Teamwork: collaborate with nurses, physicians, and allied health staff
  • Problem-solving: manage Scheduling conflicts and urgent priorities
  • Stress management: stay calm during busy clinics or acute-care rushes
  • Discretion and ethics: handle confidential information under PHIPA

Hard skills

  • Medical terminology and clinical abbreviations
  • EMR/EHR use (scheduling, charting support, referrals, scanning, uploads)
  • OHIP billing fundamentals (fee codes, third-party forms, rejections)
  • Keyboarding and data entry (aim for 50–60+ WPM with high accuracy)
  • Microsoft Office (Outlook, Word, Excel) and digital file management
  • Document production (letters, specialist reports, forms)
  • Booking systems for labs, imaging, and procedures
  • Privacy and Security protocols (PHIPA, consent, record retention)
  • Telephone etiquette and queue management
  • Basic Accounting for receipts and petty cash (in some clinics)

Common EMRs in Ontario community practices include Accuro, TELUS PS Suite, and OSCAR Pro. You can learn about EMR adoption and standards through OntarioMD: https://www.ontariomd.ca

Advantages and Disadvantages

Advantages

  • High demand across Ontario and stable employment
  • Meaningful work that supports patient care and access
  • Transferable skills across clinics, hospitals, and community health
  • Options for full-time, part-time, and shift work to suit your lifestyle
  • Growth pathways to senior Medical Secretary, Team Lead, clinic manager, or roles in health information and administration
  • Opportunities to specialize (e.g., Cardiology, oncology, imaging, mental health)

Disadvantages

  • Fast pace and multitasking, with frequent interruptions
  • Emotional situations with patients who are anxious or unwell
  • Shift work for hospital unit clerk roles (evenings, nights, weekends, holidays)
  • Need for constant accuracy and privacy Compliance under PHIPA
  • Pay can be lower in some small clinics compared to hospitals
  • Learning curve with EMRs and OHIP billing nuances

Expert Opinion

If you are starting out, choose a program that includes a practicum or co-op—Ontario employers value hands-on experience. During your placement, focus on learning one EMR well, mastering phone triage and appointment booking rules, and practicing accurate, professional documentation. Ask your preceptor for feedback and keep a log of tasks and achievements you can share in job interviews.

To stand out in Ontario’s market:

  • Earn a Medical Office Administration Certificate or Diploma with placement
  • Add short courses in medical terminology, OHIP billing, and PHIPA/privacy
  • Practice keyboarding daily until you reach 50–60+ WPM with 95%+ accuracy
  • Build familiarity with at least one Ontario-used EMR (Accuro, PS Suite, OSCAR Pro)
  • Obtain CPR/First Aid and complete Vulnerable Sector Check early
  • Create a simple portfolio: sample de-identified letters/forms, EMR screenshots (mock/training), and a list of workflows you can perform
  • Consider CAP-OM certification from the Association of Administrative Professionals (Canada) to demonstrate professional excellence: https://canadianadmin.ca
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Newcomers to Ontario with international healthcare experience should focus on:

  • Canadian medical terminology and documentation standards
  • Ontario-specific privacy (PHIPA) and OHIP fundamentals
  • Clear, professional English communication (and French if you have it)
  • Local workplace culture (punctuality, patient-centered communication)
  • Using the Ontario Bridge Training Program to fill gaps: https://www.ontario.ca/page/ontario-bridge-training-program

For faster hiring, apply directly to clinics in your neighborhood and introduce yourself in person with a short resume. Many clinics hire based on attitude, reliability, and fit. Be ready to complete a typing test and a medical terminology quiz in interviews.

FAQ

Do I need specific software training to get hired as a Medical Secretary in Ontario?

Many employers will train you on their EMR, but it helps to arrive with basic EMR experience. In Ontario, common systems include Accuro, TELUS PS Suite, and OSCAR Pro. You can learn EMR essentials in college programs or short courses. OntarioMD provides guidance on EMRs and digital health tools: https://www.ontariomd.ca. Basic proficiency in Outlook, Word, Excel, and secure scanning/uploading will also make you more competitive.

Can I work from home as a Medical Secretary in Ontario?

Fully remote roles are rare because you interact with patients at the Front Desk and handle in-person tasks. However, some clinics and hospitals offer hybrid options for tasks like transcription, scheduling, or document management. Remote work must follow PHIPA privacy rules, including secure devices, encrypted connections, and controlled access to patient records.

What extra checks or vaccinations do employers usually require?

For placements and jobs in healthcare settings, you may need:

  • Immunization records (often including Hepatitis B, MMR, Varicella, Tdap, and seasonal flu)
  • TB testing (two-step)
  • Vulnerable Sector Check (police check)
  • Mask fit testing and CPR/First Aid for some hospital units
    Colleges will guide you through these requirements before your practicum. Always follow your employer’s occupational health policies.

Is French or another language an advantage for Medical Secretaries in Ontario?

Yes. Being bilingual (English/French) is valuable, especially in Ottawa and in French-language or bilingual clinics. Many Ontario communities also benefit from other languages (e.g., Mandarin, Punjabi, Arabic, Spanish). Listing your languages can help you stand out because it improves patient access and comfort.

How can I move up to team lead or clinic manager roles?

Build a foundation in:

  • Advanced scheduling and workflow design
  • OHIP billing and reconciliation; reduce rejections and improve accuracy
  • Inventory, vendor Coordination, and basic budgeting
  • Staff coordination, training new hires, and creating standard operating procedures
    Further education in health administration, continuous improvement (e.g., Lean basics), or a business/health administration degree can help. Demonstrate Leadership by taking ownership of projects, such as EMR template improvements, patient flow initiatives, or privacy compliance checks.

Salary and Career Resources (Ontario)

Tip: When you review job postings, look for keywords such as “Medical Office Administration,” “Medical Secretary,” “Unit Clerk,” “Health Office Administration,” “EMR,” “OHIP billing,” and “PHIPA.” Match your resume to these terms and highlight your customer service, accuracy, and EMR skills.

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