Medical Secretary

KEY FUNCTION: 

Provide efficient administrative and communication support within Pediatric Outpatient Services by coordinating patient scheduling, maintaining accurate medical records, and facilitating effective interaction between healthcare providers and families to support high-quality pediatric care.

REPORTING: 

Under the general direction of the Clinical Manager, Pediatric Outpatient Services.

DUTIES:

1. Provide secretarial services (e.g. 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. Book, reschedule and cancel patient appointments and meetings as required.
5. Assist in the preparation of demographic and patient related statistics.
6. Input demographic and patient related information into electronic medical record.
7. Manage daily clinic schedules, lists and patient flow.
8. Direct all incoming telephone calls, emails, and mail appropriately, screen all patient related telephone calls and relay messages between healthcare staff and families.
9. Prepare and process billings, cheque requisitions, orders, and credit card reconciliations.  
10. Maintain and update patient/client records.
11. Manage and respond to physician requests (i.e. obtain outstanding tests or reports for the patient’s chart, contact the patient regarding results, contact partners in care to determine status of referrals, etc.).
12. Greet and direct families that are accessing services.
13. Provide instructions to patients /guardians, coordinate and book labs, specialists, external services and prepare discharge paperwork.
14. Create and track external referrals, labs, and requisitions.
15. Maintain an effective filing and information retrieval system for a variety of clinics. 
16. Review case files for retention of materials and destroy outdated material in accordance with procedures and applicable legislation as required.
17. Maintain internal and external databases, referral lists, waitlists, and contact lists as required. (i.e. OCEANS, BORN).
18. Organize, order, maintain and keep an inventory of adequate office, medical, and cleaning supplies as required.
19. Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
20. Support nurses and multi-disciplinary team with non-clinical tasks.
21. Contribute to learner development by providing academic support, mentorship, preceptorship and supervision as required.
22. Participate in hospital training as required.
23. Assist with improvement initiatives as required.
24. 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. 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.

KNOWLEDGE/SKILLS/ABILITIES: 

1. Demonstrated knowledge of and proficiency with Medical Terminology.
2. Demonstrated ability to type a minimum of 50 words per minute.
3. Demonstrated proficiency in data entry.
4. Demonstrated knowledge of and proficiency in taking minutes and transcription.
5. Demonstrated computer skills with intermediate proficiency in Microsoft Office software (e.g. Word, Excel, Power Point and Outlook) and patient information systems.
6. Demonstrated interpersonal and communication skills.
7. Demonstrated ability to effectively interact and communicate with patients/clients, families, and healthcare workers. 
8. Ability to organize and prioritize tasks.
9. Demonstrated compliance with HSN’s privacy policy.
10. Demonstrated commitment to the safety of co-workers and patients/clients.

PERSONAL SUITABILITY: 

1. Proven ability to work independently and in a team environment.
2. Demonstrated commitment to ongoing professional development.
3. Demonstrated professionalism in dealing with confidential and sensitive issues.
4. Demonstrated positive work record and good attendance record.
5. Ability to meet the physical and sensory demands of the job.
6. 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.