Medical Secretary

Health Sciences North; Greater Sudbury; On-site; CAD 40,000 - 43,000; Part time

Job summary

Health Sciences North in Sudbury, ON is seeking a part-time Medical Secretary for Pediatric Outpatient Services to coordinate scheduling, preserve accurate records and facilitate interactions between families and healthcare providers.

The role requires a 1-year diploma in Medical Office Administration, knowledge of medical terminology, data entry and minutes; six months of healthcare experience preferred. Bilingualism is required and duties include a wide range of clerical tasks.

Qualifications

• Minimum of a 1-year Diploma in Medical Office Administration from an accredited college.
• Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.
• Six months’ experience in a related healthcare position is preferred.
• Demonstrated knowledge of medical terminology and data entry.
• Proficiency with Microsoft Office and EMR systems.
• Excellent interpersonal and communication skills; ability to interact with patients, families and staff.
• Ability to organize and prioritize tasks and maintain patient privacy.

Responsibilities

• Provide secretarial services (minutes, reports, drafting, typing, data entry, photocopying, scanning).
• Prepare external and internal correspondence.
• Review and process referrals and faxes.
• Book, reschedule, and cancel appointments.
• Input demographic and patient data into EMR.
• Manage daily clinic schedules and patient flow.
• Answer calls, emails and mail; relay messages.
• Prepare billings, requisitions, and reconciliations.
• Maintain patient records and respond to physician requests.
• Greet families and coordinate with labs, specialists, and discharge steps.

Skills

Medical Terminology

Typing 50 wpm

Data entry

Minutes and transcription

Interpersonal skills

Communication skills

Organizational skills

Privacy compliance

Safety awareness

Education

Diploma in Medical Office Administration

Worker Health and Safety Awareness in 4 Steps

Tools

Microsoft Office (Word, Excel, PowerPoint, Outlook)

Electronic medical record systems

Job description

Competition #

10483

Job Title

Medical Secretary

Department

Pediatric Outpatient Services

Status

Temporary ( August 2026- October 2027)

Work Type

Part-time

Affiliation

CUPE Clerical

Shift Assignment

Days

Bilingualism Required

Yes

Police Check Requirement

N/A

Site

RLHC-CUPE Clerical

Salary Information

$29.45-$30.96/hour

Application Closing Date

Posted until filled

KEY FUNCTION :

Provide efficient administrative and communication support within Pediatric Outpatient Services by coordinating patient scheduling, maintaining accurate medical records, and facilitating effective interaction between healthcare providers and families to support high-quality pediatric care.

REPORTING :

Under the general direction of the Clinical Manager, Pediatric Outpatient Services.

DUTIES :

• Provide secretarial services (e.g. minutes of meetings, draft reports/memos/forms/templates, keyboarding, data entry, photocopying, and scanning).
• Prepare external and internal correspondence.
• Review and process incoming referrals and faxes.
• Book, reschedule and cancel patient appointments and meetings as required.
• Assist in the preparation of demographic and patient related statistics.
• Input demographic and patient related information into electronic medical record.
• Manage daily clinic schedules, lists and patient flow.
• Direct all incoming telephone calls, emails, and mail appropriately, screen all patient related telephone calls and relay messages between healthcare staff and families.
• Prepare and process billings, cheque requisitions, orders, and credit card reconciliations.
• Maintain and update patient/client records.
• Manage and respond to physician requests (i.e. obtain outstanding tests or reports for the patient’s chart, contact the patient regarding results, contact partners in care to determine status of referrals, etc.).
• Greet and direct families that are accessing services.
• Provide instructions to patients /guardians, coordinate and book labs, specialists, external services and prepare discharge paperwork.
• Create and track external referrals, labs, and requisitions.
• Maintain an effective filing and information retrieval system for a variety of clinics.
• Review case files for retention of materials and destroy outdated material in accordance with procedures and applicable legislation as required.
• Maintain internal and external databases, referral lists, waitlists, and contact lists as required. (i.e. OCEANS, BORN).
• Organize, order, maintain and keep an inventory of adequate office, medical, and cleaning supplies as required.
• Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
• Support nurses and multi-disciplinary team with non-clinical tasks.
• Contribute to learner development by providing academic support, mentorship, preceptorship and supervision as required.
• Participate in hospital training as required.
• Assist with improvement initiatives as required.
• Perform other duties as required.

QUALIFICATIONS

EDUCATION AND TRAINING:

• Minimum of a one (1) year Diploma in a Medical Office Administration field, from an accredited college.
• Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

EXPERIENCE:

• Six (6) months’ experience working in a related position in a healthcare environment is preferred.

KNOWLEDGE/SKILLS/ABILITIES:

• Demonstrated knowledge of and proficiency with Medical Terminology.
• Demonstrated ability to type a minimum of 50 words per minute.
• Demonstrated proficiency in data entry.
• Demonstrated knowledge of and proficiency in taking minutes and transcription.
• Demonstrated computer skills with intermediate proficiency in Microsoft Office software (e.g. Word, Excel, Power Point and Outlook) and patient information systems.
• Demonstrated interpersonal and communication skills.
• Demonstrated ability to effectively interact and communicate with patients/clients, families, and healthcare workers.
• Ability to organize and prioritize tasks.
• Demonstrated compliance with HSN’s privacy policy.
• Demonstrated commitment to the safety of co-workers and patients/clients.

PERSONAL SUITABILITY:

• Proven ability to work independently and in a team environment.
• Demonstrated commitment to ongoing professional development.
• Demonstrated professionalism in dealing with confidential and sensitive issues.
• Demonstrated positive work record and good attendance record.
• Ability to meet the physical and sensory demands of the job.
• Ability to travel between local sites.

Selection Process: Candidates will be selected for this position on the basis of their skill, ability, experience and qualifications as identified in the resume and completed Application Form submitted. The Hospital reserves the right to conduct a formal interview where required. This posting is for an existing vacancy.

Health Sciences North is committed to providing accommodations to applicants with disabilities to enable their participation in the recruitment, assessment, selection and hiring stages of employment.