Medical Secretary

Job title:

Medical Secretary

Company

Women’s College Hospital

Job description

Job Number:J0724-0864Department:Centre for HeadacheJob Type:Regular Full TimeNumber of Positions:1Closing Date:August 2, 2024Salary:$24.59 – $28.75/HourEmployee Group:SEIU ClericalHours of Work:37.5Company BioWomen’s College Hospital (WCH) is an academic, ambulatory care hospital in Ontario with a focus on health for women, health equity and health system solutions. If you’re ready to be part of a team that is revolutionizing the future of healthcare, then you will want to join an institution where the possibilities for innovation, new discovery and system thinking are limitless. Women’s College Hospital is committed to equity, quality and patient safety as key professional values and essential components of daily practice.With the mobilization of our Strategic Plan, WCH has entered an exciting phase of its history – strengthening its bond with partners and introducing a new and inspiring vision: Healthcare revolutionized for a healthier and more equitable world.Applicants must be legally eligible to work in Canada and reside in Ontario.Job DescriptionThe Centre for Headache assists patients from across Ontario to appropriately manage headaches and improve their quality of life. Patients range in age from adolescents to older adults and often present with multiple co-morbidities and mental health challenges. Recognized as a common chronic disorder, patient education and self-management approaches is integral to the care of these individuals.Summary of duties, but not limited to:Facilitate efficient and timely access to specialty services by receiving and processing referrals, telephone calls and scheduling appointments:

• Confirm required information and retrieve relevant information from patients or referring source to schedule appointments.
• Triage to correct clinic/physician using decision algorithms, as applicable.
• Confirm triage/appointment with physicians and clinical team, as needed.
• Register and schedule patients in the Electronic Patient Record and assign Medical Record (MRN) number.
• Schedule patient visits and coordinate required tests/procedures as required.
• Communicate scheduled visit to appropriate individuals (referring physician, patient, etc.).
• Provide patient with all required test/visit information and special preparation instructions where required.
• Answer clinic-related phone calls and triage to appropriate staff member.
• Participate in process and quality improvement projects to support efficient clinic operations.
• Respond to patient and provider inquiries and ensure messages are forwarded appropriately
• Attend and participate in clinical and administrative team meetings and quality, safety and utilization improvement projects, as required.
• Maintain clinical data and statistics, as required.
• Distribute patient information package and instructions via the MyHeatlhRecord portal.
• Respond to telephone queries regarding appointment confirmation (date, time, clinic location, etc.).
• Cancel and reschedule new clinics’ appointments as per written process and algorithms.
• Provide callers (patients, families, health care providers) with logistical clinic and hospital information such as location of clinics/departments.
• Book complex test and appointments.
• Exhibit a strong understanding of procedures, tests, and consult referrals to be booked within the assigned specialty.
• Monitor clinic schedules to ensure all appointment slots are filled.
• Follow up on “no-shows” and rebook appointment for new patient bookings.
• Confirm physician schedule of upcoming clinics and edit as required.
• Monitor and communicate wait times for next available clinic appointments.
• Send referrals to the clinic to create patient charts.
• Provide patients with follow up appointment as per Providers post visit wrap up instructions.
• Provide coverage for multiple desks as needs arise in clinic areas.
• Works with an interprofessional team (e.g. physicians, nurses, secretaries, health care assistant, etc.) to ensure the team functions efficiently and effectively and ensures continuity of patient care.
• Ensures delivery of excellent customer service.

As a role model and champion you will work to identify and integrate safe, best practices into daily activities to foster the delivery of safe and exemplary care.The responsibilities described above are representative and are not to be construed as all-inclusive.Qualifications

• Medical Office Administration Diploma is required.
• 2 years’ experience working in an ambulatory clinic, preferably in a hospital setting.
• Experience with electronic systems, such as an Electronic Patient Record.
• Strong MS Office application skills including Word, Excel, and Outlook.
• Ability to work well under pressure and use good judgment in assessing difficult situation.
• Ability to produce high quality work in accordance with Hospital standards.
• Comprehensive knowledge of health care, organizational/office practices, procedures and standards.
• Excellent verbal and written communication skills.
• Ability to work effectively in an inter-professional team.
• Excellent organizational and time management skills well developed interpersonal skills, including the ability to handle multiple duties.
• Proven ability to attend work on a regular basis.
• Professional behavior and communication that meets the standards of the professional regulatory college or association, as applicable, and the standards of Women’s College Hospital.
• This position plays a critical role in acting as an advocate for safety and will demonstrate principles, practices and processes that will optimize a safe environment for all.

Closing StatementWomen’s College Hospital is a fully affiliated teaching hospital of the University of Toronto and is committed to fairness and equity in employment and our recruitment and selection practices. We encourage applications from Indigenous peoples, people with disabilities, members of sexual minority groups, members of racialized groups, women and any others who may contribute to the further diversification of our Hospital community. Accommodation will be provided in all parts of the hiring process as required under our Access for People with Disabilities policy. Applicants need to make their requirements known in advance.

Expected salary

$24.59 – 28.75 per hour

Location

Ontario

Job date

Sun, 21 Jul 2024 02:29:52 GMT

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