JD/TJD #

JD00009

Pay Grade:

5

Title:

Medical Secretary (II)

Unit/Project Description:

A Medical Secretary II is required to provide administrative and clinical support to two academic Orthopedic Surgeons specializing in

Arthroplasty and Oncology sited at the Juravinski Hospital. This administrative role involves scheduling OR’s, calendar management,

coordination, and following up on patient appointments as well as other administrative duties.

The Division of Orthopaedic Surgery at McMaster University (known to many as MacOrtho) has a history of excellence in orthopedic

research and education. Our strategy is simple: to be responsible to our patients by providing exemplary patient care, using the best

evidence to guide our decisions and leading innovation in education and research.

Our core academic program is based in Hamilton, Ontario and with our regional partners we serve the city of Hamilton and surrounding

region. Hamilton is in the heart of southern Ontario and in the Golden Horseshoe Region with access to large urban areas in Canada and

the United States.

The key pillar of our program is the application of McMaster University’s renowned evidence-based principles to drive patient care,

education, and research activity. As a leading academic program in the country, we continue to pursue top quality research and apply

our findings to enhance clinical care locally and across the globe. Clinical and research trainees at all levels of training from across the

globe will find our program to be welcoming, dynamic and vibrant.

About the Department of Surgery

Over its 50+ year history, the McMaster Department of Surgery has maintained a steadfast commitment towards thinking big and

making it possible. We are a Department with 11 surgical divisions and Royal College residency training programs; together, we are

poised to unleash a future fueled by a creative mindset and powered by our people.

The successful candidate will bring a positive, solutions-focused mindset, as we collectively work towards achieving the Department

Vision. 

This Vision is based on 6 core tenets:

C.R.E.A.T.E.

Culture that includes.

Research that impacts.

Education that inspires.

Advancement for all

Transformation through innovation & entrepreneurship

Excellence in patient care

About McMaster University

At McMaster University, our people are our most valuable asset. We strive to attract, develop, and retain the talented faculty and staff,

and to foster inclusive excellence which values the strengths, perspectives, and contributions of each individual.  McMaster is recognized

as one of the top employers in the Hamilton/Niagara region and has been recognized as one of Canada’s Top Diversity employers.

Working at McMaster University brings a robust total rewards package, which is more than just a salary. The elements and structure of

the total rewards packages vary by employee group but include:

• Employer Paid benefits including Extended Health, Dental, Emergency Out-of-Country Travel Coverage & Basic Life Insurance.
• Pension Plan Options & Post-Retirement Benefits.
• Training, coaching and professional development opportunities.
• Employee tuition assistance for development and education
• Opportunity to be a part of an academic environment working alongside professionals who share a passion for learning.
• Progressive paid annual vacation plan

Please see Total Rewards Overview for Unifor, Local 5555, Unit 1 for more Information.

https://hr.mcmaster.ca/resources/unifor-unit-1-total-rewards-overview/

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.

Supervision:

Requirements:

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

Assets:

• Experience with EPIC
• Have strong computer skills including full working knowledge of Microsoft office tools.
• Strong interpersonal skills and ability to communicate effectively with a variety of healthcare professionals, hospital staff, patients, and family members.
• Ability to triage and balance multiple competing priorities requiring attention and action in a timely manner.
• Previous surgical/medicine/hospital placement or experience