JD #

JD00009

Pay Grade:

5

Title:

Medical Secretary (II)

Unit/Project Description:

For Department use only.

The division of Thoracic Surgery is a fast-paced unit, that promotes team collaboration and focuses on providing optimal care to patients.

We value excellent patient care and academic/research prowess. While many clinical responsibilities exist, being part of patients' complex

journey is both rewarding and very meaningful. We are looking for an enthusiastic, team-oriented Medical Secretary who is both professional

and resourceful. It is of utmost importance that the sucessful applicant demonstrate strong communication skills, and empathy towards patients

and colleagues.

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.

Assets:

For Department use only.

• Experience with Dovetail/Epic
• Experience booking ORs and Endo
• Webstar/RMA access and experience
• Flexibility with remote access
• Experience using EMR based communication