Medical Secretary

at  Womens College Hospital

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.
Healthcare Revolutionized 2030 is our roadmap to the future. Our strategy is built on the pledge that the founders of our hospital made 140 years ago and reaffirms our commitment to providing equitable, accessible, best-in-class healthcare for everyone – meeting people where they are on their healthcare journey and partnering with them to reach their goals of living their healthiest lives possible. The stage has been set for Women’s to accelerate our priorities and capture the momentum to catapult our system forward to revolutionize healthcare for everyone.

JOB DESCRIPTION:

The Medical Secretary provides clerical support to the clinics on the designated floor. The Medical Secretary may be required to perform one of more of the described duties, as assigned.

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
• 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

Facilitate efficient and timely access to specialty services by receiving and processing referrals, telephone calls and scheduling appointments:

• Receive telephone calls and self-referrals and conduct assessment, triage calls and self-referrals and schedule appointments as per clinic protocols
• 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 MyHealthRecord portal
• Respond to telephone queries regarding appointment confirmation (date, time, clinic location, etc.)
• Cancel and reschedule new clinics’ appointments as per processes 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.