Medical Secretary - Medical Imaging Administration

Women's College Hospital•Toronto, ON

22h•Onsite

About The Position

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. Applicants must reside and be legally eligible to work in Ontario. This is a Temporary Full-Time Opportunity (up to 18 months)! Type: Replacement As a vital member of the Medical Imaging Department the Medical Secretary provides clerical and administrative support to the Clinics/Program. This will include reception duties, patient registration, appointment bookings and administrative functions to support efficient clinic operations. Medical Secretaries may be required to perform one or more of the described duties, as assigned. 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.

Requirements

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 behaviour 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

Responsibilities

Receive new referrals and triage according to established guidelines within the Clinic/Program
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 patient visits and coordinate required tests
Communicate scheduled visit to appropriate individuals (referring 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 patient with all logistical information (clinic location, etc.)
Remind 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”
Confirm physician schedule of upcoming clinics, as required
Manage clinician cancellations
Prepare daily patient charts for clinic
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
Liaise with Health Records regarding chart requests
Transcribe referrals
Book complex tests and appointments
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”
Greet patients and visitors in a friendly, courteous and respectful manner
Provide exceptional customer service to patients, family and visitors
Print clinic and practitioner schedules prior to clinic, if applicable
Verify required demographic information
Validate health card
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