Medical Secretary - Osteoporosis

Women's College Hospital; Toronto; On-site; CAD 30,000 - 60,000; Part time

Job summary

A leading healthcare institution in Toronto seeks an Entry-Level Part-Time Health Care Provider to enhance patient experiences and manage referrals within the Osteoporosis Department. The ideal candidate will have a Medical Office Administration Diploma and at least two years of experience in an ambulatory clinic setting. Strong MS Office skills and exceptional customer service abilities are essential. Join us to contribute to equitable and accessible healthcare for women.

Benefits

Competitive benefits

Defined benefit pension plan (HOOPP)

Qualifications

• 2 years' experience in an ambulatory clinic, preferably in a hospital.
• Ability to work well under pressure and assess difficult situations.
• Proven regular attendance and professional behavior.

Responsibilities

• Facilitate access to specialty services and manage appointments.
• Triage new referrals and coordinate required tests.
• Enhance patient experience through exceptional customer service.

Skills

Medical Office Administration

MS Office proficiency (Word, Excel, Outlook)

Verbal and written communication

Organizational and time management skills

Inter-professional team collaboration

Education

Medical Office Administration Diploma

Tools

Electronic Patient Record systems

Job description

Overview

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, you will want to join an institution where possibilities for innovation, new discovery and system thinking are limitless. WCH 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.

This is a Permanent Part-Time Opportunity

Type : New

Department : Osteoporosis

Responsibilities

Summary of duties, but not limited to :

• Facilitate efficient and timely access to specialty services by receiving and processing referrals and scheduling appointments
• Receive new referrals and triage according to established guidelines within the Clinic / Program
• Confirm required information and retrieve relevant information from referring source
• Triage to correct clinic / physician using decision algorithms, as applicable
• Confirm triage with physicians and clinical team, as needed
• Create patient record within the Electronic Patient Record
• Schedule patient visits and coordinate required tests
• Communicate scheduled visit to appropriate individuals (referring physician, patient, etc.)
• Monitor clinic schedules to ensure all appointment slots are filled
• Provide patient with all required test information and special preparation instructions
• Provide patient with all logistical information (clinic location, etc.)
• Remind patients of appointment time or have a system in place for reminder calls
• Answer clinic-related phone calls and triage to appropriate staff member
• Follow up on “no-shows”
• Confirm physician schedule of upcoming clinics, as required
• Manage clinician cancellations

Contribute to the Efficient Operations of Clinics

• Prepare daily patient charts for clinic
• Generate a chart for referrals and retrieve patient results not in the EPR
• File reports not in the EPR in Women’s College Hospital records
• Liaise with Health Records regarding chart requests
• Transcribe referrals
• Book complex tests and appointments
• Exhibit a strong understanding of procedures, tests, and consult referrals to be booked within the assigned specialty
• Work with the team in the assigned clinic and ensure that team members are informed of updated schedules, room assignments and any potential changes in the clinic schedule
• Effectively communicate with all hospital clients and stakeholders
• Manage consultation letters

Enhance the patient experience

• Act as the “face of the hospital”
• Greet patients and visitors in a friendly, courteous and respectful manner
• Provide exceptional customer service to patients, family and visitors
• Print clinic and practitioner schedules prior to clinic, if applicable
• Verify required demographic information
• Validate health card
• Register patient visit in appropriate system for current encounter and track visits in systems as required
• Distribute and collect patient questionnaire or other forms
• Visually scan waiting room to monitor the needs of patients
• Check patients out of clinic as required, including scheduling follow-up appointments and tests
• Verify patient has all instructions and required information post-clinic visit

Administrative and Team Operations

• 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
• Maintain clinical data and statistics, as required
• Follow established policies and procedures
• Provide support to clinic team, as directed
• Process paperwork for non-insured patients / procedures and associated payments

The responsibilities described above are representative and are not to be construed as all-inclusive.

Qualifications

• Medical Office Administration Diploma is required
• 2 years’ experience working in an ambulatory clinic, preferably in a hospital setting
• Experience with electronic systems, such as an Electronic Patient Record
• Strong MS Office application skills including Word, Excel, and Outlook
• Ability to work well under pressure and use good judgment in assessing difficult situation
• Ability to produce high quality work in accordance with Hospital standards
• Comprehensive knowledge of health care, organizational / office practices, procedures and standards
• Excellent verbal and written communication skills
• Ability to work effectively in an inter-professional team
• Excellent organizational and time management skills well developed interpersonal skills, including the ability to handle multiple duties
• Proven ability to attend work on a regular basis
• Professional behaviour 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.

Employment and Job Details

• Seniority level: Entry level
• Employment type: Part-time
• Job function: Health Care Provider
• Industries: Hospitals and Health Care
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