Medical Secretary - Bay Centre for Birth Control

Women's College Hospital•Toronto, ON

10d•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. This is a Temporary Full-Time Opportunity (up to 12 months) for a Replacement role. The Medical Secretary will be responsible for facilitating efficient and timely access to specialty services by receiving and processing referrals, telephone calls, and scheduling appointments. They will also contribute to the efficient operation of clinics and the Access Centre by ensuring accurate and up-to-date patient scheduling and appointment confirmation, and engage in clerical activities to support efficient clinic and Access Centre operations and develop a professional environment. The role requires acting as an advocate for safety and demonstrating principles, practices, and processes that optimize a safe environment for all.

Requirements

Medical Office Administration diploma is required.
Two (2) years’ experience working in an ambulatory clinic, preferably in a hospital setting
Knowledge of Medical Terminology is required
Experience with electronic systems, such as an Electronic Patient Record and registration required
Strong MS Office application skills including Word, Excel, and Outlook
Ability to work well under pressure and use good judgment in assessing difficult situations
Ability to produce high quality work in accordance with Hospital standards
Comprehensive knowledge of health care, organizational/office practices, procedures and standards
Excellent verbal, written and telephone communication skills with a firm grasp of the English language
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
Excellent customer service and problem solving skills
Keyboarding at 40 w.p.m. with maximum 5% error rate
Ability to work at a fast pace in a dynamic environment
Ability to remain calm and polite when faced with stressful situations and potentially challenging callers
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

Nice To Haves

completion of a Medical Terminology course is preferred
Knowledge of Nortel Meridian or Avaya telephones is an asset

Responsibilities

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
Distribute patient information package and instructions via the MyHeatlhRecord portal
Respond to telephone queries regarding appointment confirmation (date, time, clinic location, etc.)
Cancel and reschedule new clinics’ appointments as per written process and algorithms
Provide callers (patients, families, health care providers) with logistical clinic and hospital information such as location of clinics/departments
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
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