Medical Secretary - Peri-Anesthesia Unit

at  Womens College Hospital

COMPANY BIO

Women’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.

JOB DESCRIPTION

Summary of duties, but not limited to:

• Reports directly to Clinical Manager Perioperative Services
• Work alongside the nursing staff and charge nurse to allocate bed reservations in the OR Manager in a timely manner
• Update patient bays as the patient post recovery status changes
• Coordinate patient visitors with volunteers and nursing staff
• Direct Surgeons to appropriate patient bays
• Perform reception responsibilities; liaising with patients, visitors, volunteers and all levels of medical staff
• Provide clerical support
• Organize and maintain patient charts, dismantle patient charts upon discharge
• Ensure the efficient operation of the unit
• Maintenance of departmental supplies (general office and specific supplies to department – ordering and keeping accurate inventory)
• Transcribe nursing schedule on daily assignment sheets
• Request nursing schedule availability from part-time and casual staff in accordance with schedule deadlines
• Perform payroll duties using Ceridian to input and update payroll/schedule changes, investigate and correct discrepancies and processed in an accurate and timely manner
• Record minutes during safety meetings and unit based meetings
• Transcribe and update communication boards on a daily basis
• Update OR lists with changes, communicate to charge nurse
• Communicate with housekeeping regarding patient discharges
• Communicate with porters for patient transfers and specimen pick ups
• Provide support to nursing staff by replenishing patient nutrition needs when low, getting warm blankets and ice, retrieving wheelchairs, if needed
• Communicate with AACU regarding potential patient transfers
• Assist Surgeons and other medical staff with RM&R referrals, when requested
• Provide administrative and clerical support to the surgical program. Maintains confidentiality of patient, employee and hospital information in accordance with hospital and legal requirements.
• 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.
• Performs other duties as required.

The responsibilities described above are representative and are not to be construed as all-inclusive.

QUALIFICATIONS

• Medical Office Administration diploma required
• 2 years’ experience working in an ambulatory clinic, preferably in a hospital setting
• Previous perioperative/OR clerical experience
• Previous experience with EPIC or perioperative information systems preferred
• Must possess interpersonal skills to effectively and accurately manager communication with patients, family members, unit staff and other health care professionals
• Must have demonstrated exceptional organization skills, able to establish priorities and meet deadlines
• Proven ability to provide clear communication and concise and accurate message taking
• Demonstrated ability to organize and prioritize workload and maximize efficiency within the position
• Demonstrated ability to seamlessly manage multiple tasks and conflicting priorities
• Ability to work cooperatively within surgical services team to set goals, resolve problems and accomplish goals
• Excellent written, oral and interpersonal skills to maintain rapport with patients, staff members and outside offices and referring healthcare facilities.
• Ability to exercise good judgement, be resourceful and possess strong organizational skills
• Remain calm in high pressure situations with proven ability to take initiative and manage such situations
• Ability to adapt to change with clinic operations to continuously learn & strive for improved patient care
• Demonstrated proficiency and accuracy using Microsoft Word, Excel and Outlook
• Demonstrated collaborative teamwork and conflict resolution skills
• Provides excellent customer service
• Knowledge of medical and surgical terminology
• Must be able to meet the physical demands of the position which involves frequent sitting, standing and reaching
• Demonstrated excellent customer service skills and the ability to diplomatically respond to physicians, staff and family inquiries in a demanding work environment
• Must be able to read, write, speak and understand English fluently
• Proven attendance record
• 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.

• Reports directly to Clinical Manager Perioperative Services
• Work alongside the nursing staff and charge nurse to allocate bed reservations in the OR Manager in a timely manner
• Update patient bays as the patient post recovery status changes
• Coordinate patient visitors with volunteers and nursing staff
• Direct Surgeons to appropriate patient bays
• Perform reception responsibilities; liaising with patients, visitors, volunteers and all levels of medical staff
• Provide clerical support
• Organize and maintain patient charts, dismantle patient charts upon discharge
• Ensure the efficient operation of the unit
• Maintenance of departmental supplies (general office and specific supplies to department – ordering and keeping accurate inventory)
• Transcribe nursing schedule on daily assignment sheets
• Request nursing schedule availability from part-time and casual staff in accordance with schedule deadlines
• Perform payroll duties using Ceridian to input and update payroll/schedule changes, investigate and correct discrepancies and processed in an accurate and timely manner
• Record minutes during safety meetings and unit based meetings
• Transcribe and update communication boards on a daily basis
• Update OR lists with changes, communicate to charge nurse
• Communicate with housekeeping regarding patient discharges
• Communicate with porters for patient transfers and specimen pick ups
• Provide support to nursing staff by replenishing patient nutrition needs when low, getting warm blankets and ice, retrieving wheelchairs, if needed
• Communicate with AACU regarding potential patient transfers
• Assist Surgeons and other medical staff with RM&R referrals, when requested
• Provide administrative and clerical support to the surgical program. Maintains confidentiality of patient, employee and hospital information in accordance with hospital and legal requirements.
• 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.
• Performs other duties as required