Job Title

Medical Secretary (II)

Pay Grid

Unifor

Job Code

UJD004

Pay Grade

5

The Department of Surgery at McMaster University is a large, multi-site department with over 100 full-time faculty across 11 surgical divisions including Cardiac Surgery, General Surgery, Neurosurgery, Ophthalmology, Orthopedic Surgery, Otolaryngology, Plastic Surgery, Urology, Vascular Surgery, Pediatric Surgery and Thoracic Surgery.

We are currently seeking medical secretaries to join our Department to provide administrative support coverage for our surgeons across the sites of Hamilton Health Sciences and St. Joseph’s Healthcare Hamilton on a casual assignment basis.

The Medical Secretary (II) is responsible for establishing priorities for office operations and performing a variety of secretarial and administrative duties within a clinical or medical practice setting.

• Prepare, coordinate, and monitor physician on-call schedules, procedure schedules, clinics, and medical staff rounds.

• Write a variety of documents including correspondence, reports and meeting minutes.

• Schedule patient medical appointments and procedures.

• Coordinate calendars, arrange meetings, book rooms and make travel arrangements.

• Resolve scheduling and calendar issues, complaints, and conflicts.

• Use a dictaphone to transcribe a variety of documents and reports including minutes, patient files, medical reports, and manuscripts.

• Monitor budgets and reconcile accounts. Complete financial forms including travel expense reports, electronic cheque requisitions, purchase orders and journal entries.

• Process and reconcile clinical and third party service billings.

• Greet visitors, answer or redirect general inquiries in person, by telephone and via email and respond independently to inquiries that are specific in nature and require a thorough knowledge of established policies and procedures.

• Interact with patients and their family members who may be experiencing emotional or difficult situations.

• Ensure patients understand all instructions given to them for tests and medical procedures.

• Gather and compile information required for a variety of grant submissions and reports.

• Facilitate the collection of signatures required on grant applications and agreements.

• Conduct database, literature and web searches to locate and retrieve documents and articles.

• Prepare and book exam rooms ensure all materials are stocked, stored, and organized accordingly.

• Set up and maintain filing systems, both electronic and hard copy.

• Update and maintain information in a variety of databases.

• Update and maintain confidential files and records. Handle sensitive material in accordance with established policies and procedures.

• File, retrieve, and purge files.

• Monitor and order office supplies.

• Attend meetings and take minutes.

• Assemble, collate, and disseminate mailings.

• Open and distribute incoming mail and faxes, and arrange courier shipments.

• Remain current with relevant medical terminology.

Education: 2 year Community College diploma in Medical Office Administration or related field.

Experience: Requires 3 years of relevant experience.