Services and Program Secretary (Medical Secretary)

Access Alliance•Toronto, ON

2d•Hybrid

About The Position

Access Alliance Multicultural Health and Community Services (AAMHCS) is a Community Health Centre that is committed to and works to improve health outcomes for the most vulnerable immigrants, refugees, and their communities. We do this by facilitating access to services and addressing systemic inequities. The Centre envisions a future in which diverse individuals, families and communities can achieve health with dignity. Our dynamic, collaborative interprofessional team brings together physicians, nurses, social workers, dietitians, psychiatric consultants, settlement workers, health promoters, community-based researchers, and an innovative Health Interpretation Program. We operate three high-demand Centres serving the City’s West End, East End, and Downtown, all of which are easily accessible by public transit. The successful candidate will primarily be based at the AccessPoint on Danforth location; however, given Access Alliance’s multi-site structure, they may also be required to work across all three sites, including Saturdays and at least two evenings per week. We are seeking one (1) experienced, highly organized, and detail-oriented individual who thrives in a fast-paced environment to provide administrative support to a primary health care team and community program service providers. This role involves responding to client and community inquiries within a busy community hub, facilitating access to services, supporting the needs of social services, settlement, and health staff, and ensuring a wide range of administrative tasks are completed efficiently with a strong commitment to quality.

Requirements

Medical Administration Certificate or College diploma in Office Administration
Minimum one-year relevant work experience
Proficient in Outlook, Word, Excel, Electronic Medical Records (EMR) software
Ability to travel within Toronto and work flexible shifts including evenings and Saturdays
Legally entitled to work in Canada

Nice To Haves

High degree of initiative, judgement and problem-solving abilities
Proficient in Medical Terminology
Excellent communication skills, both written and verbal
Excellent customer service and interpersonal skills
Excellent prioritization and organizational skills and demonstrated ability to multi-task and work under pressure in an ever-changing environment
Attention to detail, commitment to error free work
Experience working in a community health setting
Excellent keyboarding skills and the ability to type at least 65 words per minute
Good understanding of barriers faced by newcomers and ability to work with a diverse population and within a diverse work environment
A second language reflective of the agency’s client population
Experience working with Practice Solutions Suite (PSS) electronic medical record system would be an asset

Responsibilities

Providing customer service for the entire Health Centre, consistently fostering a welcoming environment for all visitors
Promote a positive atmosphere through respectful, culturally sensitive interactions with clients
Responding to inquiries, providing accurate information, and directing individuals to the appropriate services, programs, or staff members
Handling challenging situations both in person and over the phone with professionalism, using effective de-escalation techniques
Monitoring and managing communications across multiple channels, including phone, fax, mail, and email
Scheduling routine patient appointments, assessing urgency, and coordinating with nursing staff for triage when needed
Creating and maintaining electronic patient records, verifying and updating demographic information and organizing incoming results and correspondence
Coordinating diagnostic and specialist appointments, ensuring appropriate follow-up with clients
Maintaining and updating a directory of referral specialists
Arranging interpreter services as required
Sharing information with physicians and external organizations while strictly adhering to patient confidentiality and privacy standards, including managing release-of-information documentation
Managing appointment-based staff scheduling
Collaborating with administrative team members and provide cross-coverage support as necessary
Perform additional duties as assigned