Medical Secretary

KEY FUNCTION:
Provide administrative support and specialized secretarial services to the department. Work collaboratively with the team to support data capture in accordance with Ontario Health’s Depression and Anxiety-Related Disorders (DARD) program.

REPORTING:
Under the general direction of the Clinical Manager, Regional Access.

DUTIES:
1. Provide secretarial services (e.g. transcription of dictation and minutes of meetings, draft reports/memos/forms/templates, keyboarding, data entry, photocopying, and scanning).
2. Prepare external and internal correspondence.
3. Review and process incoming referrals and faxes.
4. Schedule appointments and meetings as required.
5. Assist in the preparation of demographic and patient related statistics.
6. Export, record, and compile data for monthly/annual statistical reporting, and update metrics in accordance with Ontario Health Standards.
7. Input demographic and patient related information into electronic medical record.
8. Direct all incoming telephone calls appropriately, screen all patient related telephone calls, register patients and visitors, and manage/distribute incoming mail.
9. Prepare and process billings.
10. Work in collaboration with Health Information Services to maintain all patient records (electronic and paper) according to established processes, policies and procedures and take required action to make any necessary corrections.
11. Manage and respond to physician requests (i.e. obtaining outstanding tests or reports for the patient’s chart, contacting partners in care to determine status of referrals, etc.).
12. Track external referrals, labs, and requisitions.
13. Maintain an effective filing and information retrieval system.
14. Review case files for retention of materials and destroy outdated material in accordance with procedures and applicable legislation as required.
15. Maintain databases and contact lists as required.
16. Organize, maintain and keep an inventory of adequate office, medical, and cleaning supplies as required.
17. Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.

18. Contribute to learner development by providing academic support, mentorship, preceptorship and supervision as required.
19. Participate in hospital training as required.
20. Assist with improvement initiatives as required.
21. Perform other duties as required.

QUALIFICATIONS
EDUCATION AND TRAINING:
1. Minimum of a one (1) year Diploma in a Medical Office Administration field, from an accredited college.
2. Current certification in Non-Violent Crisis Intervention is required.
3. Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

EXPERIENCE:
1. Six (6) months’ experience working in a related position in a healthcare environment is preferred.
2. One to three (1-3) years’ experience working in a Mental Health and Addictions environment is preferred.
3. Experience working with vulnerable and at-risk populations is preferred.

KNOWLEDGE/SKILLS/ABILITIES:
1. Demonstrated knowledge of and proficiency with Medical Terminology.
2. Demonstrated ability to type a minimum of 40 words per minute.
3. Demonstrated ability to scan and upload documents into applicable patient information systems
Demonstrated knowledge of and proficiency in taking dictation/minutes and transcription.
4. Demonstrated ability to record and compile data for monthly/annual statistical reporting.
5. Demonstrated computer skills with advanced proficiency in Microsoft Office software (e.g. Word, Excel, PowerPoint, and Outlook) and applicable patient information systems (e.g. Meditech, Greenspace, Ocean, etc.).
6. Demonstrated ability to effectively interact and communicate with patients, families and healthcare workers.
7. Demonstrated interpersonal and communication skills.
8. Demonstrated ability to prioritize tasks.
9. Demonstrated compliance with HSN’s privacy policy.
10. Demonstrated commitment to the safety of co-workers and patients.

PERSONAL SUITABILITY:
1. Successful Vulnerable Sector Check is required.
2. Ability to safely work with machines that produce high intensity magnetic pulses.
3. Proven ability to work independently and in a team environment.
4. Demonstrated commitment to ongoing professional development.
5. Demonstrated professionalism in dealing with confidential and sensitive issues.
6. Demonstrated positive work record and good attendance record
7. Ability to meet the physical and sensory demands of the job.
8. Ability to travel between local sites.

Selection Process:  Candidates will be selected for this position on the basis of their skill, ability, experience and qualifications as identified in the resume and completed Application Form submitted. The Hospital reserves the right to conduct a formal interview where required. This posting is for an existing vacancy.
 

Health Sciences North is committed to providing accommodations to applicants with disabilities to enable their participation in the recruitment, assessment, selection and hiring stages of employment.

HSN THANKS ALL APPLICANTS.
ONLY THOSE SELECTED FOR INTERVIEWS WILL BE CONTACTED.
WE WILL NOT ACCEPT APPLICATIONS AFTER THE CLOSING DATE AND TIME.