MEDICAL SECRETARY

McMaster University; Hamilton; On-site; CAD 42,000 - 60,000; Full time

Benefits offered by this job

On-site hospital setting

Job summary

McMaster University’s Department of Surgery is seeking a Medical Secretary II to support a Thoracic Surgeon at St. Joseph’s Healthcare Hamilton, Charlton campus.

The role focuses on prioritizing office operations and performing diverse secretarial tasks in a clinical setting. Responsibilities include scheduling clinics, preparing documents, transcribing notes, coordinating travel, and ensuring smooth communication with staff and patients.

Qualifications

• DB/records management experience preferred.
• Experience with EMR systems (Dovetale, EPIC, Accuro) is desirable.
• Ability to manage calendars, scheduling, and travel arrangements.

Responsibilities

• Prepare, coordinate, and monitor physician on-call schedules, procedure schedules, clinics, and rounds.
• Write documents including correspondence, reports and meeting minutes.
• Schedule patient appointments and procedures.
• Coordinate calendars, arrange meetings, book rooms and travel.
• Resolve scheduling issues and conflicts.
• Transcribe documents using a dictaphone.
• Monitor budgets and process financial forms and requisitions.
• Greet visitors and respond to inquiries with professional demeanor.

Skills

Attention to detail

Time management

Organizational skills

Communication skills

Empathy

Education

2-year college diploma in Medical Office Administration

Tools

Dovetale EMR

EPIC

Accuro

Microsoft Office

Zoom

Teams

Job description

The Department of Surgery is seeking a Medical Secretary II to support an academic Thoracic Surgeon at St. Joseph’s Healthcare Hamilton at the Charlton campus.

About the Division

The division of thoracic surgery at McMaster University has grown to consist of four full-time geographic faculty members. Located at St. Joseph’s Healthcare, the division provides Hamilton and surrounding communities with specialty care for diseases of the lung, esophagus and mediastinum. In addition to providing innovative clinical services, the division is acclaimed as one of eight centres in Canada (and nine in the USA) qualified to train thoracic surgeons to practice thoracic surgery in Canada. The division continues to enjoy close relationships with other groups and institutions both within and outside the hospital, including the Firestone Institute for Respiratory Health (FIRH), Juravinski Cancer Centre, Father Sean O’Sullivan Research Centre (FSORC) and the Ontario Cancer Treatment and Research Foundation.

About the Department of Surgery

Over its 50+ year history, the McMaster Department of Surgery has maintained a steadfast commitment towards thinking big and making it possible. We are a Department with 11 surgical divisions and Royal College residency training programs; together, we are poised to unleash a future fueled by a creative mindset and powered by our people. The successful candidate will be bring a positive, solutions-focused mindset, as we collectively work towards achieving the Department Vision. This Vision is based on 6 core tenets:

C.R.E.A.T.E.

Culture that includes

Research that impacts

Education that inspires

Advancement for all

Transformation through innovation & entrepreneurship

Excellence in patient care

Job Summary:

The Medical Secretary (II) is responsible for establishing priorities for office operations and performing a variety of secretarial and administrative duties within a clinical or medical practice setting.

Purpose and Key Functions:

• Prepare, coordinate, and monitor physician on-call schedules, procedure schedules, clinics, and medical staff rounds.
• Write a variety of documents including correspondence, reports and meeting minutes.
• Schedule patient medical appointments and procedures.
• Coordinate calendars, arrange meetings, book rooms and make travel arrangements.
• Resolve scheduling and calendar issues, complaints, and conflicts.
• Use a dictaphone to transcribe a variety of documents and reports including minutes, patient files, medical reports, and manuscripts.
• Monitor budgets and reconcile accounts. Complete financial forms including travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
• Process and reconcile clinical and third-party service billings.
• Greet visitors, answer or redirect general inquiries in person, by telephone and via email and respond independently to inquiries that are specific in nature and require a thorough knowledge of established policies and procedures.
• Interact with patients and their family members who may be experiencing emotional or difficult situations.
• Ensure patients understand all instructions given to them for tests and medical procedures.
• Gather and compile information required for a variety of grant submissions and reports.
• Facilitate the collection of signatures required on grant applications and agreements.
• Conduct database, literature and web searches to locate and retrieve documents and articles.
• Prepare and book exam rooms; ensure all materials are stocked, stored, and organized accordingly.
• Set up and maintain filing systems, both electronic and hard copy.
• Update and maintain information in a variety of databases.
• Update and maintain confidential files and records. Handle sensitive material in accordance with established policies and procedures.
• File, retrieve, and purge files.
• Monitor and order office supplies.
• Attend meetings and take minutes.
• Assemble, collate, and disseminate mailings.
• Open and distribute incoming mail and faxes and arrange courier shipments.
• Remain current with relevant medical terminology.

Requirements:

• 2-year Community College diploma in Medical Office Administration or related field.
• Requires 3 years of relevant experience.

Assets:

• Proficient understanding and use of current medical terminology
• Strong attention to detail and accuracy
• Exceptional time management and organizational skills
• Responsible, reliable and able to work independently
• Critical thinking/problem-solving skills and the ability to handle multiple tasks or priorities
• Experience with electronic medical records (EMR) systems such as Dovetale, EPIC, and Accuro.
• Customer service skills and a patient, empathetic attitude. Strong interpersonal and communication skills, with ability to communicate professionally with hospital staff, patients and families
• Strong computer skills, including full working knowledge of Microsoft Office tools, scheduling virtual visits/meetings using Zoom and Teams platforms.
• Previous surgical/medicine/hospital work experience, with surgical oncology experience preferred

Additional Information:

• Position requires working on-site in a hospital setting.