Medical Secretary

Kingston Community Health Centres; Kingston; On-site; CAD 40,000 - 47,000; Full time

Job summary

Kingston Community Health Centres is seeking a Medical Secretary to support a multi-disciplinary primary care team in Kingston. You will manage client flow, scheduling, and records to ensure efficient clinic operations.

The role requires completion of a Medical Secretary Certificate or a secondary school diploma with health-sector experience and proficiency with electronic medical records. Evening shifts may be required, and HOOPP benefits apply after probation.

Qualifications

• Medical Secretary Certificate or Secondary School diploma and equivalent relevant work experience.
• Two plus years office experience, in a health or community setting preferred.
• Experience working with electronic medical records systems.

Responsibilities

• Greet clients and direct them to services with a welcoming atmosphere.
• Book, cancel, remind, and reschedule appointments, including renewals and referrals.
• Maintain a tidy, safe waiting area.
• Assist clients with OHIP requirements and insurance enrollment as needed.
• Handle and document small cash transactions as required.
• Maintain client records physically and electronically; update and archive records.
• Prepare basic reports and document billing as required.
• Scan, file, and support electronic filing; update charts.
• Answer phones and transfer calls as needed.
• Take meeting minutes and maintain inventory of forms and supplies.

Skills

Typing

Computer skills

Database management

Interpersonal skills

Multidisciplinary teamwork

Organizational skills

Education

Medical Secretary Certificate

Secondary School Diploma

Tools

EMR software

Job description

Job Description

Title: Medical Secretary

Reports to: Manager, Primary Care

Position Type: Fulltime, Permanent (35 hr/week)

Salary: 40,367.60 – 47,483.80 annually

Vacancy Status: Existing vacancy

Location: Kingston

Position Summary

Working in close partnership with a multi-disciplinary team, the Medical Secretary ensures the smooth and efficient operation of the health care team by directing clients and participants to appropriate services and by maintaining all systems that support health care services.

Benefits:

• Vacation, Personal Days, Sick Days and Education time
• Health Care of Ontario Pension Plan (HOOPP)
• Extended Health Benefits come into effect after three months of employment in this position: Health and Dental Coverage, Life/Accidental Death and Dismemberment Insurance, Long-Term Disability Coverage and an Employee Assistance Program

Key Responsibilities

Client services

• Creates a welcoming atmosphere by warmly greeting individuals, responding to their inquiries, and directing them to appropriate services or resources;
• Books, cancels, makes reminder calls and re-schedules client appointments, as required, including prescription renewals, specialist referrals, and diagnostic procedures;
• Ensure a tidy, safe and welcoming waiting area;
• Responds to client queries regarding OHIP requirements, and assisting clients in obtaining OHIP insurance, as required;
• Handling and documenting small cash and cash equivalents (eg: transportation, emergency food vouchers) as required.

Administration

• Maintains client records both physical and electronic including: registering new clients; updating information changes for existing clients; maintaining the client information database; and archiving client paper records;
• Ensures forms are completed and up to date (e.g., client registration form);
• Prepares basic reports as required according to schedule
• Documents billing, as required, including shadow billing;
• Scans, follows-up on, and files documents appropriately;
• Supports the transition of paper client charts to an electronic client filing system;
• Supports the overall functioning of the clinic by pulling client charts, updating charts, and processing inactive charts;
• Responds to phone calls and voice mail for the clinic staff as well as transfers calls to other services when necessary.
• Performs administrative duties for clinic staff as well as medical/health related programs including maintaining an updated list of community resources, medical specialist referral list, and, on occasion, taking meeting minutes;
• Maintain inventory of necessary forms & medical supplies.

Health Team Operations

• Contributes to the overall smooth operation of the clinic by working cooperatively with others and supporting an effective multi-disciplinary team environment;
• Works cooperatively within the medical secretary team on the “Roles and Responsibilities Training Tool” to ensure skill development for full scope of duties and responsibilities;
• Assists to provide the required training and knowledge transfer to coworkers;
• Uses established communication pathways to assist in decision making and problem solving, as directed by the Manager;
• Ensures that information flow, workflow procedures, and team support are delivered consistently and effectively.

Organizational Responsibilities

• Comply with all relevant legislation and KCHC policies, including privacy laws
• Commits to acquiring an understanding of the importance of trauma responsiveness and the impact of Adverse Childhood Experiences (ACEs)
• Commits to demonstrating an ongoing commitment to Equity, Diversity, Inclusion, Indigenization and Accessibility (EDIIA) by representing the diverse nature of our communities, promoting and practicing inclusion
• Supports consistent application and development of KCHC policies and procedures
• Supports KCHC’s student and volunteer placement programs
• Promotes awareness of and participation in KCHC activities
• Demonstrated commitment to continuous learning and quality improvement
• On occasion, perform other temporary duties as required

Basic Education and Experience Requirements

• Medical Secretary Certificate or Secondary School diploma and equivalent relevant work experience
• Two plus years office experience, in a health or community setting preferred
• Experience working with electronic medical records systems

Knowledge, Skills and Abilities

• Ability to provide welcoming, inclusive, non-judgmental service; sensitive to cultural and social barriers that clientele may be facing
• Knowledge of privacy legislation as it relates to healthcare and private documents
• Demonstrated ability to work in a multi-disciplinary setting
• Proficiency in typing, the use of computers and various software applications, database management experience an asset
• Strong interpersonal (oral and written) and problem-solving skills; a commitment to teamwork
• Excellent organizational skills, above average attention to detail, and ability to multi-task in a fast-paced environment

Other Requirements

• Available for evening shifts, up to one evening a week
• Current and satisfactory Criminal and Vulnerable Persons Check
• French language is an asset

As a registered professional, to abide by and be accountable to the ethics and standards set out by the relevant regulatory body of the profession. All KCHC staff have a duty to understand and follow KCHC policies, uphold high ethical and professional standards, and maintain confidentiality and privacy, using tact and good judgment in all dealings with other staff and clients.

At Kingston Community Health Centres (KCHC), we understand that the work of Equity,Diversity,Inclusion, Indigeneity, andAccessibility (EDIIA) is ongoing. We are dedicated to being accountable, transparent, and responsive to the holistic needs of the communities we serve. We will continue to listen, learn, and take meaningful action to ensure that our policies, practices, and services create an environment where everyone, regardless of their identity or circumstances, can thrive.

We actively encourage individuals from all backgrounds, including but not limited to women, racialized groups, Indigenous peoples, persons with disabilities, and those who identify as members of the 2SLGBTQI+ communities, to apply to KCHC. Our commitment to EDIIA is a living practice, one that evolves as we grow and learn together. We pledge to contribute to building a system that is equitable, diverse, inclusive, accessible, and welcoming for all.

KCHC is an equal opportunity employer, respecting and embracing the needs and diversity of our employees. If you require accommodation to fully participate in the hiring process, please notify Human Resources.

Kingston Community Health Centres, 263 Weller Ave. Kingston ON, K7K 2V4 www.KCHC.ca