Medical Secretary , Virtual Behavioural Medicine

Ambulatory Services has an opportunity for a

MEDICAL SECRETARY

Position Type: Casual

Shift Type: Day, No weekends (shift may be subject to change)

Bi-weekly hours: Varies

Posting Number: 8253

Union: Non-Union

Job Summary:

Baycrest offers a range of specialist ambulatory services with a focus on dementia, memory care, and neurological disorders. This position will work within the Pamela & Paul Austin Centre for Neurology & Behavioural Support programs; the Sam & Ida Ross Memory Clinic, the Virtual Behavioural Medicine program, and General Geriatric Neurology Clinic. These tertiary level services are provided by inter-professional teams specializing in assessment and management of memory, dementia, and neurodegenerative movement disorders. These secretarial roles will provide support seamlessly across these services and function as part of a cohesive clinic administrative team. These positions report to the Clinical manager and/or delegate Admin. Coordinator.

Responsibilities include but are not limited to:

• Demonstrating a high degree of accuracy and efficiency, managing new referrals, registering patients, discharging patients in EMR (Meditech, Accuro, OTN, ZOOM), booking/re-booking and confirming appointments, as well as maintaining/updating provider clinic schedules for in-person and virtual care hybrid models.
• Providing excellent service throughout the client’s visit and at every interaction with clients/family and clinic team.
• Liason with various external agencies (e.g., Long-Term Care homes, acute care, doctors’ offices, hospital labs, medical records, community care partners) and ensure completion of referrals and other supporting documents requested by the team.
• Consistently adhering to clinic-specific Standard Operating Procedures (S.O.P.s) for established office admin processes.
• Ensuring that clinic appointments are scheduled and coordinated in a timely manner.
• Working with clinic physician specialists, RN’s, and the entire team to ensure clinic schedules are up to date and accurate.
• Organizing charts for clinic days to ensure optimal workflow and documents are filed in a timely manner.
• Maintaining the chart room, keeping patient demographic information (hardcopy and electronic) in order and up to date.
• Efficient, thorough and accurate use of the computerized information system.
• Accurately performing timekeeping payroll duties as assigned.
• Ordering and maintaining office and clinical supplies and equipment as required.
• Processing payment for non-OHIP funded care as required.

Qualifications include but are not limited to:

• Completion of a recognized post-secondary Medical Office Administration program or similar.
• Two (2) years related experience preferred.
• Experience with Meditech, Accuro preferred.
• Demonstrated knowledge of medical terminology.
• Experience in virtual care coordination OTN & Zoom.
• Willingness and ability to learn all additional necessary computer programs required for this position.
• Proficient at using a voicemail system that uses email to save messages.
• Excellent written and verbal communication skills that demonstrate an efficient and solution-oriented approach to working with others.
• Knowledge of OHIP Card validation.
• Ability to prioritize, organize workload, and plan independently to get tasks successfully accomplished. Demonstrated ability to effectively deal with complex, stressful situations and multiple demands.
• Ability to prepare daily and monthly reports and any additional reports as requested, & support team meetings i.e., preparing agenda, circulating material, and taking minutes.

Additional Benefits:

• % Vacation Entitlement
• Opportunity to enroll in the Healthcare of Ontario Pension Plan (HOOPP)
• Access to 24/7 Employee Assistance Program

INTERNAL APPLICANTS: Please submit your application online through the Baycrest intranet. Failure to include your resume may affect your candidacy for this position. All communication related to this job posting will be sent to the email address used to submit your application.

EXTERNAL APPLICANTS: Please submit your application online by clicking the Apply button below.

Remarkable people of Baycrest Health Sciences are changing the future of brain health and aging.

Thank you for your interest in joining Baycrest. Only those selected for an interview will be contacted.

Baycrest is committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (‘AODA’). If you require accommodation for disability during any stage of the recruitment process, please notify Human Resources at recruitment@baycrest.org or 416-785-2500, ext. 2961.

All successful candidates will be required to complete a police reference check/vulnerable sector screen.