Medical Secretary

• Represents programs by welcoming patients and families/caregivers/guests, directing incoming phone calls, and retrieving / forwarding messages to the appropriate team member
• Understands and articulates the core functioning of each team to new clients, providing high level information about program features
• Ensures the teams’ productivity by booking and confirming appointments, maintaining the team’s schedule
• Engages with specialists and various community physicians and hospitals in a responsive manner to address concerns, inquiries liaising and/or to obtain additional information
• Synthesizes information presented at meetings into meeting notes/minutes that are shared with the team
• Produces information by preparing and updating medical records, updating databases, entering payroll, and preparing agendas and minutes for team meetings
• Ensures efficient operations of the program by maintaining office supplies, program/clinical supplies, and equipment including troubleshooting breakdowns and calling for repairs
• Serves and protects the program’s clients by adhering to relevant professional standards, hospital policies and procedures, and legislation such as the Freedom of Information and Protection of Privacy Act
• Performs tasks related to inventory administration
• Enhances the team’s reputation and quality improvement by taking responsibility for requests as they arise, as well as, exploring novel opportunities that add value to team accomplishments and create efficiencies

• Completion of a recognized post-secondary Office Administration – Medical program, or comparable
• Demonstrated knowledge and experience using medical terminology, and processes (e.g. referrals, bookings, registration, client facing experience, etc.)
• Demonstrated ability to work well in a workflow-based environment serving various departments in Ambulatory Care
• Demonstrated ability to work independently and within a team
• Demonstrated ability to respond to and effectively manage multiple requests and competing priorities in a busy clinic environment
• Excellent interpersonal, communication and customer service skills and in working with geriatric clientele from diverse cultural backgrounds
• Demonstrated critical thinking skills, problem solving experience and the ability to take initiative in implementing creative solutions
• Demonstrated ability to respond to and effectively manage multiple requests and competing priorities in a busy clinic environment

• At least two (2) years related experience in healthcare
• Experience working with outreach and ambulatory teams within an academic teaching Centre
• Ability to communicate in a second language (e.g. Russian, Spanish or Tagalog)
• Knowledge of Meditech
• Knowledge of and experience with payroll systems (UKG and Empath)
• Excellent keyboarding and computer skills, including proficiency with software programs such as MS Word, Excel, Adobe, SharePoint and scheduling programs
• Community outreach experience is an asset

Baycrest