Unit/Project Description:

Stonechurch Family Health Centre is a clinical teaching unit located at 1475 Upper Ottawa Street. It is affiliated with Hamilton Health Sciences and McMaster University. Over 50 multidisciplinary clinicians provide a full range of direct primary health care to approximately 18,000 patients, as well as to provide training to new family doctors and other health professionals. As a member of the healthcare team, this position provides clinical, clerical, and, administrative support in a busy family practice office. This position will enhance the overall  patient and staff experience  by supporting a large number of busy health care providers.

Stonechurch Family Health Centre (SFHC)  is seeking an individual with strong customer service and organizational  skills to join its health care team;  providing front line service to both patients and staff.  The successful candidate will also provide clinical and administrative support to multiple Allied Health Staff in coordinating calendars,  patient groups  and speciality clinics.  

Job Summary:

The Medical Secretary (I) is responsible for performing a variety of secretarial and administrative duties within a clinical or medical practice setting.

Purpose and Key Functions:

• 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.
• Write a variety of formal notes and records such as meeting minutes.
• 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.
• Assemble, collate, and disseminate mailings.
• Open and distribute incoming mail and faxes, and arrange courier shipments.

Requirements:

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

Requires 2 years of relevant experience.

Additional Information:

Other responsibilities include:

• use of OSCAR software
• management of clinical supplies and equipment
• triaging calls
• scanning medical documents
• processing uninsured monies

The successful candidate must have:

• a minimum of two years’ experience in a medical clinic, preferably family medicine
• Medical Terminology Certificate 1 and 2 or demonstrated knowledge or equivalent, which may be subject to testing
• demonstrated customer service expertise
• demonstrated knowledge of clinical instruments, equipment, and supplies particular to family medicine
• knowledge and skill in using computers with keyboarding at 50 wpm
• previous experience in phone triage and booking for multiple caregivers
• demonstrated effective communication, organizational, and interpersonal skills with patients and within an interdisciplinary team environment
• ability to lift and maneuver supplies up to 25 pounds
• ability to appreciate the confidential nature of the position.

Preference will be given to candidates who embody our values: Honouring and respecting ourselves and others, practicing creativity and  courageous inquiry and action, and engaging one another with generous recognition of our interdependence.

The Medical Secretary I shares responsibility for modelling and supporting policies and practices that are aligned with DFM’s commitment to truth and reconciliation with Indigenous Peoples, to addressing the harms of racism experienced by Black and racialized communities and to creating and sustaining an equitable, diverse and inclusive workplace for all.

Flexibility in schedule is required as there may be occasional early morning, evening, or weekend shifts.