Apply Now


Job ID52403-6183
CompanyMcMaster University
Date Posted2023-01-30
Job TypeFull-time
Job CategoryEducation


JD #


Pay Grade:



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.


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


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


For more information, visit McMaster University for REPOST: MEDICAL SECRETARY (II)