Medical Secretary, Obstetrics and Gynaecology

Mount Sinai Hospital (Toronto), Sinai Health; Toronto; On-site; CAD 250,000 +; Full time

Job summary

A leading health organization in Toronto is seeking a Medical Secretary to provide administrative support in the Department of Obstetrics and Gynaecology. The role involves coordinating activities, managing schedules, and ensuring high-quality customer service. Candidates should have a college diploma and at least three years of relevant experience, ideally in a healthcare setting. Proficiency in Microsoft Office and medical terminology is preferred.

Qualifications

• Minimum three years of recent secretarial experience, preferably in a teaching/health environment.
• Strong work ethic and client-focused attitude.
• Excellent time management and organizational skills.

Responsibilities

• Provide all related secretarial and administrative duties.
• Coordinate meetings and maintain physician schedule.
• Prepare patient records prior to visits.

Skills

Proficient in Microsoft Word

Proficient in Excel

Proficient in PowerPoint

Proficient in Outlook

Proficiency with medical terminology

Education

College diploma in Office Administration or Business Administration

Job description

Overview

Sinai Health is looking for a Medical Secretary to support our Department of Obstetrics and Gynaecology at Mount Sinai Hospital. The Medical Secretary is an integral part of the busy, dynamic and growing Maternal-Fetal Medicine and Ontario Fetal Centre Program at Mount Sinai Hospital. In this role, you will be expected to exercise sound judgment and independence while managing the day-to-day related administrative activities. You will demonstrate a strong commitment to quality customer service, applying excellent problem solving and communication skills to ensure the success of the program. This position will be based at Mount Sinai Downtown site.

Responsibilities

• Provide all related secretarial and administrative duties (clinical & academic)
• Coordinate meetings, maintain physician schedule
• Intake patients into system and prepare patient record prior to patient visit
• Prepare examining rooms on clinic days; maintain consultation rooms with necessary equipment and supplies
• Book patient’s follow-up appointments as well as new patient referrals along with arranging interpreter if needed
• Input OR booking request online; update OR/EOPS patient waiting list
• Arrange CT scans, ultrasounds and all other requested tests ordered by physicians
• Telephone & office reception (always exercising diplomacy & discretion)
• Evaluation of daily faxes
• Prepare invoicing and remittance reports; monthly EDT submission to MOH
• Maintain and update physician’s Web CV’s, & teaching dossier
• Prepare physician’s annual Academic Activity Report & Merit Report
• Type and submit research proposals to granting agencies, clinical papers & abstract submission for presentation and publication, manuscript submissions (typing and editing)
• Obtain medical articles and references from library
• Maintain databases for research purposes
• Book student seminars and clinical clerks teachings with Medical Education Office; arrange observer status
• Coordinate meetings with mentored students and forward evaluations to Medical Education Office; arrange meetings for summer research students
• Maintain CME credits
• Create Medical/Legal, Patient related and Personal correspondence as required
• Maintain High-Risk Schedule and Contact information (Microsoft Outlook) for access of all department personnel
• Demonstrate strict adherence to all privacy guidelines
• Maintain clinical billings as well as submit and track invoices (for payment) & receipts (for reimbursement) to be made from research grants or departmental accounts as required
• Interact with Research Accounting, Departmental Chief’s office, Division Head’s office and Business Manager’s office, Undergraduate Education Coordinator, Fellowship Coordinator
• Perform clinical OHIP/Third Party billing responsibilities in the Maternal-Fetal Medicine Clinical Information System (CIS) on a regular basis.
• Provide cross-coverage for other administrative staff as required

Job Requirements

• Mandatory – Successful completion of a college diploma, preferably in the field of Office Administration or Business Administration, from an accredited educational institution
• Minimum three (3) years of recent secretarial experience (experience in a teaching/health environment is preferred)

Preferred

• Proficiency with medical terminology

Skills and Knowledge

• Proficient in Microsoft Word, Excel, PowerPoint, and Outlook
• Strong work ethic; positive, client-focused attitude; superior professionalism; dependability and reliability; demonstrated commitment to providing outstanding customer service
• Superior written and oral communication and presentation skills; excellent interpersonal and relationship-building skills; ability to effectively convey factual information and detailed explanations
• Excellent time management, organizational, and self-planning skills, with flexibility to adjust work schedules according to changing priorities, meet demanding deadlines, and produce high-quality work
• Demonstrated ability to make decisions, exercise good judgment, discretion, and initiative when dealing with confidential information and responding to inquiries
• Demonstrated satisfactory work performance and attendance record