Medical Secretary, Ambulatory Programs

Baycrest; Toronto; On-site; Full time

Job summary

Join a forward-thinking organization as a Medical Secretary, where you will play a vital role in supporting outpatient programs. This full-time position involves engaging with patients and families, managing appointments, and ensuring smooth operations within a dynamic healthcare environment. You will have the opportunity to work creatively across various community settings, providing essential administrative support. If you are passionate about enhancing patient care and thrive in a busy clinic atmosphere, this role offers a chance to make a meaningful impact in the field of brain health and aging.

Benefits

Vacation Entitlement

Extended health and dental benefits

Healthcare of Ontario Pension Plan (HOOPP)

24/7 Employee Assistance Program

Qualifications

• Completion of a recognized post-secondary Office Administration – Medical program required.
• 2+ years of related experience in healthcare preferred.

Responsibilities

• Welcome patients and families, manage phone calls, and maintain schedules.
• Prepare and update medical records, and produce meeting notes.

Skills

Interpersonal Skills

Communication Skills

Customer Service Skills

Critical Thinking

Problem Solving

Time Management

Education

Post-secondary Office Administration – Medical program

Tools

MS Word

MS Excel

Adobe

Kronos

Empath

Meditech

Job description

Ambulatory Services has an opportunity for a

MEDICAL SECRETARY

Ambulatory Programs

Position Type: Pro-rated, Full-time

Shift Type: Day, no weekends (subject to change)

Hourly Pay Rate: $26.42 - $28.76

Bi-Weekly Hours: 56 Hours

Hours of Work: 7hrs/shift

Posting Number: 8704

Date Posted: February 20, 2025

Internal Closing Date: March 3, 2025

Job Summary:

Ambulatory Outpatient Programs has a full-time opportunity for a Medical Secretary. This position will support Ambulatory Services including Outreach and Day Hospitals. This position will work creatively in a variety of community environments and programs, such as outpatient, day hospitals, outreach teams, community housing, primary care clinics, etc., including using online platforms to provide virtual access to care.

Responsibilities include but are not limited to:

• Represents programs by welcoming patients and families/caregivers/guests, directing incoming phone calls, and retrieving/forwarding messages to the appropriate team member.
• Understands and articulates the core functioning of each team to new clients, providing high-level information about program features.
• Ensures the teams’ productivity by booking and confirming appointments, maintaining the team’s schedule.
• Engages with specialists and various community physicians and hospitals in a responsive manner to address concerns, inquiries, liaising and/or to obtain additional information.
• Synthesizes information presented at meetings into meeting notes/minutes that are shared with the team.
• Produces information by preparing and updating medical records, updating databases, entering payroll, and preparing agendas and minutes for team meetings.
• Ensures efficient operations of the program by maintaining office supplies, program/clinical supplies, and equipment, including troubleshooting breakdowns and calling for repairs.
• Serves and protects the program’s clients by adhering to relevant professional standards, hospital policies and procedures, and legislation such as the Freedom of Information and Protection of Privacy Act.
• Performs tasks related to inventory administration.
• Enhances the team’s reputation and quality improvement by taking responsibility for requests as they arise, as well as exploring novel opportunities that add value to team accomplishments and create efficiencies.

Qualifications include but are not limited to:

What is Required:

• Completion of a recognized post-secondary Office Administration – Medical program, or comparable.
• Demonstrated knowledge and experience using medical terminology and processes (e.g., referrals, bookings, registration, client-facing experience, etc.).
• Demonstrated ability to work well in a workflow-based environment serving various departments in Ambulatory Care.
• Demonstrated ability to work independently and within a team.
• Demonstrated ability to respond to and effectively manage multiple requests and competing priorities in a busy clinic environment.
• Excellent interpersonal, communication, and customer service skills and experience working with geriatric clientele from diverse cultural backgrounds.
• Demonstrated critical thinking skills, problem-solving experience, and the ability to take initiative in implementing creative solutions.

What is Preferred:

• At least two (2) years related experience in healthcare.
• Experience working with outreach and ambulatory teams within an academic teaching centre.
• Ability to communicate in a second language (e.g., Russian, Spanish, or Tagalog).
• Knowledge of Meditech and Regional Geriatric Program database.
• Knowledge of and experience with payroll systems (Kronos and Empath).
• Excellent keyboarding and computer skills, including proficiency with software programs such as MS Word, Excel, Adobe, and scheduling programs.
• Community outreach experience is an asset.

Additional Benefits:

• Vacation Entitlement.
• Opportunity to enroll in the extended health and dental benefit plans.
• Opportunity to enroll in the Healthcare of Ontario Pension Plan (HOOPP).
• Access to 24/7 Employee Assistance Program.

INTERNAL APPLICANTS: Please submit your application online through the Baycrest intranet. Failure to include your resume may affect your candidacy for this position. All communication related to this job posting will be sent to the email address used to submit your application.

EXTERNAL APPLICANTS: Please submit your application online by clicking the Apply button below.

Remarkable people of Baycrest Health Sciences are changing the future of brain health and aging.

Thank you for your interest in joining Baycrest. Only those selected for an interview will be contacted.

Baycrest is committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (‘AODA’). If you require accommodation for disability during any stage of the recruitment process, please notify Human Resources at [e-mail] or 416-785-2500, ext. 2961.

All successful candidates will be required to complete a police reference check/vulnerable sector screen.