Medical Secretary

at  Durham Community Health Centre

POSITION OVERVIEW

The Medical Secretary will be a welcoming, effective, collaborative member of the Agency’s Clinical
Services, Primary Care inter-professional team. The Medical Secretary works within the Administrative
Support Team (AST) to support our primary care service providers. These include the Registered Nurses,
Nurse Practitioners, Physicians and Dietitians on our Medical Services Team (MST) and the Therapists
(Registered Social Workers and Registered Psychotherapists) on our Counselling Services Team (CST) as

QUALIFICATIONS

1. Community College Diploma in Office Administration: Health Services or equivalent.
2. Minimum Three (3) Years of recent experience as a Medical Secretary in a Clinical workplace is
   preferred.
3. Current certification in Phlebotomy and medical instrument reprocessing is an asset.
4. Access to a car and valid driver’s license required.
5. Demonstrated basic understanding of anatomy and physiology, confidentiality and privacy, medical
   ethics, medical office procedures (including experience in effective use of Electronic Health Record
   (EHR) , medical terminology and transcription and client/patient management – as core competencies
   learned in College curriculum.
6. Demonstrated ability to support the coordination of collaborative care for clients (i.e., patients) with
   the Medical Services Team (MST) and Counselling Service Team (CST) service providers.
7. Demonstrated competence and experience in helping clients who are experiencing complex physical,
   mental health/addictions needs. Demonstrated knowledge of the work of Community Health Centres
   (CHCs) and the issues affecting marginalized communities and the social determinants of health.
   Demonstrates the values of equity, inclusiveness and diversity that are embedded in Durham CHC’s
   Mission, Vision, and Values.
8. Demonstrated knowledge and experience in use of Electronic Health Records (EHR) systems and
   advanced skills in Microsoft Office (e.g., spreadsheets, PowerPoint presentations etc.). Minimum
   keyboarding speed of 45 net words per minute.
9. Excellent oral and written communication skills in English, including active listening and telephone
   etiquette.
10. Demonstrated strong interpersonal, conflict management and crisis intervention skills. Applied
    Suicide Intervention Skills Training (ASIST) is an asset.
11. Excellent attention-to-detail, organizational/planning, time management and problem-solving skills.
12. Demonstrated openness to learning and coaching – not afraid to say, “I don’t know, but I will find
    out.”
13. Strong ability to work independently in an inter-professional clinical environment.
14. Ability to work effectively and contribute positively in a changing environment.
    Minimum Key Attributes include: Service-oriented, Collaborative, Team Player, Results-oriented,
    Accountable, Initiative-taking, Flexible, Adaptable, Collaborative, Effective Communication Skills, Ability
    to manage risk within one’s responsibility and accountability. Role-specific attributes: Conceptual
    thinker; Efficient, Organized, Attention to Detail, Creative and Innovative Thinker, Analytical/Systematic,
    Forward Thinker, Problem-Solving skills, Crisis Management Skills, Empathic.

• Actively contributes to developing and maintaining a welcoming environment for Durham CHC
  clients and our community by demonstrating a non-judgmental, respectful, and accepting

approach to client care – whether meeting clients face-to-face or speaking to clients by telephone.

• Demonstrates excellent customer service skills for our internal and external clients and

stakeholders.

• Provides accommodation and maintains accessibility for clients as needed, whenever possible.
• Able to maintain active awareness of people entering and leaving Durham CHC’s facilities,

ensuring that clients are checked-in, registered for service(s) and ensuring personal awareness of
any special requirements/provisions that are noted in the client’s Electronic Health Record (EHR).
Example: When clients are checked-in, ensuring that demographic data, emergency contact

information and health card information are maintained and updated.

• Share and/or perform the duties of “Receptionist” when required – and effectively connect clients

with the right service at the right place, at the right time.

• Opening and closing Durham CHC facilities from time-to-time, by following established policy and

procedures to ensure client timely access to service and that the building is secured.

• Flexibility to work or drive to meetings at any of Durham CHC’s clinical locations in our service

area, as required.

• Ability to work a flexible schedule with at least one evening per week.
• Actively maintain awareness and understanding of Durham CHC services and programs.
• Given that the Medical Secretary will be assigned to specific MST and CST service providers as

their “Buddies”, the Medical Secretary will be responsible to collaborate with their Buddies to
ensure that their schedules are managed effectively and efficiently (e.g., maintaining full
appointment schedules, recalls made in a timely manner etc.) In turn, this will help enable Durham
CHC’s MST and CST service providers to meet the performance targets that are set by our funders:
the Central East Local Health Integration Network (CE-LHIN) and the Ministry of Health and Long-
Term Care (MOHLTC) that are described in Durham CHC’s Multi-Sector Service Accountability

Agreement (MSAA).

• Day-to-day duties of the Medical Secretary include: responding to client and community

questions, booking intake and follow-up appointments appropriately, registering new clients,
screening and prioritizing of client calls, working with third-parties to arrange and make referrals
(e.g., specialist appointments etc.), updating and ensuring that client Electronic Health Record
(EHR) is accurate and up-to-date (e.g., scanning, faxing, photocopying, mail distribution and filing
are completed in an accurate and timely manner). Responsibilities also include ensuring specific
MST and CST workflow processes are followed and that client forms are updated/maintained and
utilised according to policies, procedures and/or practices. Medical secretary is also responsible

for ensuring on-call schedule for providers is maintained.

• Ontario Telemedicine Network (OTN) responsibilities include accepting third-party requests for

OTN services, registering clients and assisting with setup of video conference equipment.

• Actively collaborating with MST service providers (e.g., RN) to pick up vaccines from Public Health,

to prepare purchase orders and maintain medical supplies for the MST.