Medical Secretary - Timmins

KEY FUNCTION: 

Provide administrative support and secretarial services to the North East Specialized Geriatric Centre (NESGC) Physicians, Clinical Manager, and Team at the Timmins site.

REPORTING: 

Under the general direction of the Clinical Manager, Regional Outpatient & Outreach Geriatric Medicine Service.

DUTIES:

1. Provide secretarial services (e.g. transcription of dictation, drafting/ creating reports, memos, forms and templates, keyboarding, data entry, duplicating, and scanning).
2. Prepare external and internal correspondence.
3. Review and process incoming referrals and faxes.
4. Manage patient waitlist for North East Specialized Geriatric Centre (NESGC) clinics across the North East.
5. Schedule all appointments and meetings for incoming referrals (e.g. ambulatory, outreach clinics and Ontario Telemedicine Network) and for staff; make arrangements for videoconferencing sessions as required.
6. Input demographic and patient related information into electronic medical record.
7. Direct all incoming telephone calls appropriately, screen all patient related telephone calls, register patients and visitors, and manage/distribute all incoming mail.
8. Prepare and process billings and maintain the Ontario Health Insurance Plan (OHIP) billing system including remittance advice, error reports, and inquires; correspond with the Ministry of Health and Long Term Care as required.  
9. Maintain patient records.
10. Manage and respond to physician tasks/requests including obtaining outstanding tests/reports for the patient’s chart, contacting the patient regarding test results, and contacting partners in care to determine status of referrals/involvement as required.
11. Track external referrals, labs, and requisitions.
12. Provide support to the multidisciplinary team and the daily operations of the clinic. 
13. Maintain an effective filing and information retrieval system that includes clinic educational material, screening tools, and internal and external forms. 
14. Review case files for retention of materials and destroy outdated material in accordance with procedures and applicable legislation. 
15. Create and maintain databases and contact lists as required.
16. Organize, maintain and keep an inventory of adequate office, medical and cleaning supplies.
17. Develop and implement efficient processes to better support patients and caregivers.
18. Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
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/university.
2. Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

EXPERIENCE: 

1. Minimum of six (6) months’ experience working within a health care environment.

KNOWLEDGE/SKILLS/ABILITIES: 

1. Demonstrated knowledge of Medical Terminology.
2. Demonstrated knowledge of typing, taking dictation and transcription.
3. Demonstrated ability to understand and meet the needs of customers.
4. Demonstrated computer skills with intermediate proficiency in Microsoft Office software (e.g. Word, Excel, Power Point and Outlook) and applicable patient information systems. (e.g. Meditech and Accuro).
5. Demonstrated ability to effectively interact and communicate with patients, families, and healthcare workers. 
6. Demonstrated interpersonal and communication skills.
7. Demonstrated ability to prioritize tasks. 
8. Demonstrated compliance with HSN’s privacy policy.
9. Demonstrated commitment to the safety of co-workers and patients.

PERSONAL SUITABILITY: 

1. Successful Vulnerable Sector Check is required.
2. Demonstrated ability to work effectively as a member of an interdisciplinary team.
3. Demonstrated commitment to ongoing professional development.
4. Demonstrated professionalism in dealing with confidential and sensitive issues.
5. Demonstrated positive work record and good attendance record.
6. Ability to meet the physical and sensory demands of the job.
7. Ability to travel between local and regional sites throughout the North East.

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.
 

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.