Medical Secretary - SCOPE/LTC+

• Receive new referrals and triage according to established guidelines within the Clinics/Programs
• Confirm required information and retrieve relevant information from referring source
• Triage to correct clinic/physician using decision algorithms, as applicable
• Confirm triage with physicians and clinical team, as needed
• Create patient record within the Electronic Patient Record
• Schedule long term care resident/patient visits and coordinate required tests
• Communicate scheduled visits to appropriate individuals (referring long term care home staff, physician, patient, etc.)
• Monitor clinic schedules to ensure all appointment slots are filled
• Provide patient with all required test information and special preparation instructions
• Provide patients with all logistical information (clinic location, etc.)
• Remind long term home staff/patients of appointment time or have a system in place for reminder calls
• Answer clinic-related phone calls and triage to appropriate staff member
• Follow up on “no-shows” – ensure accurate daily stats in epic
• Confirm physician schedule of upcoming clinics, as required
• Manage clinician cancellations

• Generate a chart for referrals and retrieve patient results not in the EPR
• File reports not in the EPR in Women’s College Hospital records for scanning
• Liaise with Health Records regarding chart requests
• Exhibit a strong understanding of procedures, tests, and consult referrals to be booked within the assigned specialty
• Work with the team in the assigned clinic and ensure that team members are informed of updated schedules, room assignments and any potential changes in the clinic schedule
• Effectively communicate with all hospital clients and stakeholders
• Manage consultation letters

• Act as the “face of the hospital”
• Provide exceptional customer service to patients, family and clinicians
• Verify required demographic information
• Validate health card and register patients for My Health Record
• Register patient visit in appropriate system for current encounter and track visits in systems as required
• Distribute and collect patient questionnaire or other forms
• Visually scan waiting room to monitor the needs of patients
• Check patients out of clinic as required, including scheduling follow-up appointments and tests
• Verify patient has all instructions and required information post-clinic visit

• Participate in process and quality improvement projects to support efficient clinic operations
• Respond to patient and provider inquiries and ensure messages are forwarded appropriately
• Manage and sort incoming and outgoing faxes and mail
• Maintain supply and currency of administrative forms, pamphlets, and supplies to be ordered and restocked when necessary
• Attend and participate in clinical and administrative team meetings and participate in patient/office improvement projects, as required
• Maintain clinical data and statistics, as required
• Follow established policies and procedures
• Provide support to clinic team, as directed
• Process paperwork for non-insured patients/procedures and associated payments

• Medical Office Administration diploma is required
• 2 years’ experience working in an ambulatory clinic, preferably in a hospital setting
• Experience with Ocean eReferrals platform is required
• Previous experience working with long-term care staff, mental health patients and clinicians is strongly encouraged
• Ability to adapt quickly to changes in program processes
• Embraces the bold concept of healthcare as a human right and advances health equity by striving for equity of access, quality and care outcomes for all patient populations.
• Experience with electronic systems, such as an Epic
• 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 work independently
• 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

Women's College Hospital