JD/TJD #

JD00009

Pay Grade:

5

Title:

Medical Secretary (II)

Unit/Project Description:

For Department use only.

The Department of Medicine is seeking a part-time Medical Secretary to provide administrative support to several physicians in the divisions of Cardiology and Infectious Diseases. This position is located at the Hamilton General Hospital site and the incumbent will be required to report to work on site.

Job Summary:

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.

Purpose and Key Functions:

• 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.

Requirements:

• 2 year Community College diploma in Medical Office Administration or related field.
• Requires 3 years of relevant experience.

• Demonstrated ability to multi-task, prioritize, and work with competing deadlines is required.
• This position requires a high degree of attention to detail and organizational skills.
• Must possess excellent written and verbal communication skills.
• Previous experience in a clinical admin role interacting with patients, physicians, and learners is an asset.
• Demonstrated technical proficiency with Microsoft Office products (Word, Outlook, Excel) and EMR software is required.
• Proficiency in Meditech ITS, Community Wide Scheduling, Sovera, Microsoft Office (including Excel), RMA Webstar, MEDSIS, is an asset.
• Experience with medical terminology relevant to cardiology and infectious diseases is an asset. 

Additional Information:

The successful candidate will be required to work on site in a hospital setting.