Medical Secretary

HearCANADA; Barrie; On-site; CAD 30,000 - 60,000; Full time

Job summary

A dedicated healthcare provider in Barrie, Ontario is seeking a Medical Secretary to support administrative functions in an ENT clinic. The ideal candidate will possess at least 2 years of experience in a medical setting, demonstrating strong communication skills and professionalism. Responsibilities include managing patient interactions, maintaining clinic schedules, and ensuring accurate record-keeping. This full-time role offers a competitive hourly wage, comprehensive benefits starting immediately, and various annual time-off policies.

Benefits

Starting hourly wage of $23-$25

Comprehensive health, dental, and vision benefits

RRSP matching program

Generous time-off policies

Training and education opportunities

Qualifications

• 2+ years of experience as a Medical Secretary or similar role.
• Experience in a high-volume clinic handling competing priorities.
• Verbal and written communication skills in English; bilingual French is a plus.

Responsibilities

• Act as the key point of contact for patients in the clinic.
• Maintain clinic schedules and manage patient appointments.
• Perform administrative tasks including filing and managing records.

Skills

Efficient communication skills in English

Energetic and professional demeanor

Knowledge of Ontario healthcare system

Comfort with multi-line phone systems

Education

Secondary school completion

Medical Office Administration certification

Tools

Microsoft Outlook

Microsoft Excel

Job description

About Us

Part of WSA group, HearCANADA's mission is to reframe the world of hearing care and set the highest standards in the world of hearing health. With 110+ clinics across Canada, our teams work collaboratively to provide exceptional, patient‑centric care on our quest to deliver Wonderful Sound for All. Learn more about us by visiting our webpage.

Position Overview

We are growing and searching for a Medical Secretary to join our team at our HearCanada clinic located on Lakeside Terrace, Barrie North, ON! In this role, you will be responsible for supporting administrative and reception functions within HearCanada’s ENT (Ear Nose and Throat) clinic operations. This is a permanent full‑time role in a fast‑paced environment requiring attention to detail, confidentiality, and professionalism in dealing with high volumes of patients. Hours will be Monday to Friday 8:00am‑4:30pm local time.

What We Offer

• Starting hourly compensation of $23‑$25/hour + an attractive bonus program
• Benefits – including health, dental, vision + a healthcare spending account, starting on day one of hire
• RRSP matching program
• Generous time‑off policies including 3 weeks of vacation, 7 paid personal days, + 1 paid volunteer day
• Training + education opportunities
• Friends and family discounts + our employee perk program

What You’ll Do

As a Medical Secretary, your primary responsibilities may include, but will not be limited to, the following:

Act as the key point of contact for patients and maintain a welcoming clinic environment

• Act as the key point of contact for patients visiting the clinic by welcoming them to the clinic, maintaining a safe and welcoming environment, and answering their questions.
• Handle phone calls, return messages, and answer email and chat correspondence in a professional and efficient manner.
• Collaborate with clinic staff and clinic leadership for patient escalations and for special requests with the goal of meeting patients’ unique needs.

Maintaining clinic and surgical schedules

• Reschedule patient cancellations and follow up on missed appointments.
• Schedule high‑volume in‑clinic appointments and surgical appointments, including for off‑site surgeries and procedures.
• Make reasonable efforts including calls, SMS, and email contact with clients needing recall examinations, missed appointments rescheduled, or follow‑up appointments.
• Contact referral patients in a timely manner to schedule appointments.
• Collaborate with ENT Specialists for special appointment requests.
• Provide patients with necessary information for appointments and procedures to ensure a positive patient experience, including parking options, clinic‑specific information and access points, estimated appointment durations, and any required documentation.
• Maintain relationships with referring physicians’ offices.
• Book diagnostic appointments and submit referrals.
• Perform high‑volume call‑ahead reminders.

Perform administrative tasks

• Maintain patient files, both virtually and physically.
• File patient records and code files.
• Process forms, medical letters, reports, charts, and files in the appropriate systems.
• Order supplies for the clinic, including office supplies, personal protective equipment, and medical equipment.
• Operate general office equipment including fax machines, scanning machines, phone systems, computers, and printers; collaborate with IT as necessary for troubleshooting and repair requirements.
• Handle and sort mail and packages (ingoing and outgoing).
• Use the EMR (electronic medical record) system to enter patient information; keep accurate records within the EMR for reporting and compliance.
• Attend company, district, and clinic meetings, both virtually and in‑person as scheduled.

Participate In Required Training And Development Activities

• Attend required initial and ongoing company and government‑mandated training which can include, but is not limited to, health and safety training, policy training, and standard operating procedure training.
• Stay abreast of industry changes to best support clients with questions.
• Perform other duties as assigned within the scope of the role.
• Provide some infrequent coverage for other HearCanada clinics based on business needs.

What We Are Looking For

• Completion of secondary school or equivalency is strongly preferred; equal consideration will be given to those with some secondary school education and relevant experience.
• Certifications or post‑secondary education in a relevant field such as Medical Office Administration, Medical Terminology, Unit Clerk, Office Administration, and/or health care would be considered an asset.
• 2+ years of experience in a Medical Secretary (or similar) capacity.
• Experience in a high‑volume clinic or office setting handling competing priorities.
• Experience in a multi‑physician office, specialist office, or ENT office is preferred.
• Efficient communication skills in the English language, both verbal and written. Bilingual French an asset.
• Energetic and professional demeanor with the ability to establish relationships with patients and team members.
• Knowledge of local healthcare referral sources and the Ontario provincial healthcare system is a bonus.
• Ability to prioritize based on urgency and handle competing tasks in a busy environment.
• Comfortability in leveraging various tools including Microsoft Outlook, Microsoft Teams (or other video conferencing/chat platforms), Microsoft Excel (basic for reporting and data), and multi‑line phone systems.
• A high level of confidentiality is required.
• Comfortability in making a high volume of phone calls is required due to the nature of the role.
• Strong alignment with WS Audiology values and our mission to deliver Wonderful Sound for All.

Other

• This is an onsite, in‑clinic position with our partnership ENT clinic.
• The working conditions for this position are standard for an office environment and can involve periods of sitting and bending. Some moderate lifting for packages could be required (less than 50lbs).

To join us on our journey in providing Wonderful Sound for All, click the "Apply Now" button!

HearCANADA acknowledges that this posting represents a current, existing vacancy. We use an Applicant Tracking System to post vacancies and manage candidate data; Artificial Intelligence is not used in the decision‑making process in screening or interviewing candidates, however, may be used for note‑taking or automations such as email communication.

HearCANADA is committed to fair and accessible employment practices, and we welcome and encourage applications from candidates with disabilities. Accommodations are available on request for candidates taking place in all aspects of the selection process; requests can be submitted via [e-mail].