Medical Secretary- Permanent Full time (2 positions)

Durham Community Health Centre•Oshawa, ON

5d•CA$44,695 - CA$47,858•Hybrid

About The Position

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 well as the Interprofessional Care Team (IPC). The Medical Secretary will be the first point-of-contact for clients in our community which often includes people who are marginalised and at-risk with respect to the social determinants of health.

Requirements

Completion of a formal 1-year post-Secondary program at a Community College (Office Administration - Health Services).
Minimum Three (3) Years of recent experience as a Medical Secretary in a Clinical workplace is preferred.
More than one year experience working in a medical office triaging calls.
Access to a car and valid driver’s license required.
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.
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.
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.
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.
Excellent oral and written communication skills in English, including active listening and telephone etiquette.
Demonstrated strong interpersonal, conflict management and crisis intervention skills.
Excellent attention-to-detail, organizational/planning, time management and problem-solving skills.
Demonstrated openness to learning and coaching – not afraid to say, “I don’t know, but I will find out.”
Strong ability to work independently in an inter-professional clinical environment.
Ability to work effectively and contribute positively in a changing environment.
Full vaccination against COVID-19 is mandatory for this position (DCHC will however adhere to its duty to accommodate those who are unable to be fully vaccinated for a reason related to a human right protected ground).

Nice To Haves

Current certification in Phlebotomy and medical instrument reprocessing is an asset.
Applied Suicide Intervention Skills Training (ASIST) is an asset.

Responsibilities

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.
Collaborate with assigned MST and CST service providers to ensure their schedules are managed effectively and efficiently (e.g., maintaining full appointment schedules, recalls made in a timely manner etc.) to help enable them to meet performance targets.
Respond to client and community questions, book intake and follow-up appointments appropriately, register new clients, screen and prioritize client calls, work with third-parties to arrange and make referrals (e.g., specialist appointments etc.), update and ensure 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).
Ensure specific MST and CST workflow processes are followed and that client forms are updated/maintained and utilised according to policies, procedures and/or practices.
Ensure on-call schedule for providers is maintained.
Accept third-party requests for OTN services, register clients and assist with setup of video conference equipment.
Collaborate 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.
Lead, participate and/or partner on internal and external projects or committees as assigned. This could include participation in various operational initiatives and activities designed to improve team effectiveness and overall workplace success.
Participate in chart reviews, development and implementation of Quality Improvement Plans (QIP) and accreditation activities with Canadian Centre for Accreditation (CCA).
Participate in other Durham CHC staff training activities and team/staff meetings as requested.
Perform other duties as assigned that are reasonable with the scope of practice for the Medical Secretary.