Medical Secretary

Women’s College Hospital; Toronto; On-site; CAD 35,000 - 55,000; Part time

Job summary

Join a pioneering healthcare institution dedicated to women's health and equity! As a part-time Medical Secretary at a leading ambulatory care hospital, you'll provide vital administrative support to the Crossroads Clinic, serving newly arrived refugee women and their families. This role offers the chance to work in a dynamic environment where your contributions directly impact patient care and clinic efficiency. Embrace the opportunity to be part of a dedicated team committed to excellence and innovation in healthcare, while enjoying competitive benefits and a supportive workplace culture.

Benefits

Defined benefit pension plan (HOOPP)

Competitive benefits

Supportive work environment

Qualifications

• Completion of Medical Office Administration diploma required.
• 2 years’ experience in an ambulatory clinic preferred.
• Strong MS Office application skills including Word, Excel, and Outlook.

Responsibilities

• Provide clerical and administrative support to the Crossroads Clinic.
• Manage patient registrations and appointment bookings.
• Participate in quality improvement projects for clinic operations.

Skills

Medical Office Administration

Cultural Awareness

Communication Skills

Organizational Skills

Time Management

Education

Medical Office Administration diploma

Tools

Electronic Patient Record (EPR)

Telus/PSS

EPIC

MS Office

Job description

Women's College Hospital, Toronto, Ontario, Canada

Job Description

Women's College Hospital (WCH) is an academic, ambulatory care hospital in Ontario with a focus on health for women, health equity and health system solutions. If you're ready to be part of a team that is revolutionizing the future of healthcare, then you will want to join an institution where the possibilities for innovation, new discovery and system thinking are limitless. Women's College Hospital is committed to equity, quality and patient safety as key professional values and essential components of daily practice.

Healthcare Revolutionized 2030 is our roadmap to the future. Our strategy is built on the pledge that the founders of our hospital made 140 years ago and reaffirms our commitment to providing equitable, accessible, best-in-class healthcare for everyone – meeting people where they are on their healthcare journey and partnering with them to reach their goals of living their healthiest lives possible. The stage has been set for Women’s to accelerate our priorities and capture the momentum to catapult our system forward to revolutionize healthcare for everyone.

Applicants must reside and be legally eligible to work in Ontario.

Type: Permanent Part Time
Replacement
Department: Crossroads Clinic

Job Description

Women’s College Hospital Crossroads Clinic is looking for an enthusiastic part-time Medical Secretary. The Crossroads Refugee Clinic provides primary care to newly arrived refugee women and their families.
You will provide clerical and administrative support to the Crossroads Clinic. This will include reception duties, patient registration, appointment bookings and administrative functions to support efficient clinic operations.

Summary of duties, but not limited to:

Scheduling and Referrals:
• Receive new referrals and triage according to established guidelines within the Clinic
• Create patient records within the EPR (Electronic Patient Record)
• Schedule patient visits and coordinate required tests
• Provide patients with all required test information and special preparation instructions
• Follow up on “no-shows”, manage cancelations and remind patients of upcoming appointments

Bookings and Record Keeping:
• Prepare daily patient charts for clinic and liaise with Health Records
• Inform and update team members of schedules, room assignments and any potential changes
• Manage consultation letters
• Verify required demographic information and validate health cards
• Register patients and track visits in appropriate system as required
• Check patients out of clinic as required, including scheduling follow-up appointments and tests

Other Administrative Duties:
• Participate in process and quality improvement projects to support efficient clinic operations
• Respond to patient and provider inquiries and ensure messages are forwarded appropriately
• Manage and sort incoming and outgoing faxes and mail
• Maintain supply and currency of administrative forms, pamphlets, and supplies to be ordered and restocked when necessary
• Attend and participate in clinical and administrative team meetings and participate in patient/office improvement projects, as required
• Process paperwork for non-insured patients/procedures and associated payments

As a role model and champion you will work to identify and integrate safe, best practices into daily activities to foster the delivery of safe and exemplary care.

Qualifications

• Completion of Medical Office Administration diploma required
• 2 years’ experience working in an ambulatory clinic, preferably in a hospital setting
• Ability to portray cultural awareness and sensitivity
• Experience with computerized EMR is ideal, preferably Telus/PSS and EPIC
• Experience working with marginalized populations including refugees an asset
• Strong MS Office application skills including Word, Excel, and Outlook
• Ability to work well under pressure and use good judgment in assessing difficult situation
• Comprehensive knowledge of health care, organizational/office practices, procedures and standards.
• Strong verbal and written communication skills and the ability to adjust language and
terminology to suit the individual patient or patient group (including cultural sensitivity)
• Excellent organizational and time management skills
• The ability to handle multiple duties
• Well-developed interpersonal skills
• Professional behavior and communication that meets the standards of the professional regulatory college or association, as applicable, and the standards of Women’s College Hospital

This position plays a critical role in acting as an advocate for safety and will demonstrate principles, practices and processes that will optimize a safe environment for all

Why Choose Us?

• Be part of a dedicated team committed to excellence.
• Shape the future of healthcare in a supportive environment.
• Enjoy competitive benefits and an excellent defined benefit pension plan (HOOPP).

Women's College Hospital is a fully affiliated teaching hospital of the University of Toronto and is committed to fairness and equity in employment and our recruitment and selection practices. We encourage applications from Indigenous peoples, people with disabilities, members of sexual minority groups, members of racialized groups, women and any others who may contribute to the further diversification of our Hospital community. Accommodation will be provided in all parts of the hiring process as required under our Access for People with Disabilities policy. Applicants need to make their requirements known in advance.

Women's College Hospital, Toronto, Ontario, Canada