Medical Secretary - Outreach

HealthCaringKW; Kitchener; On-site; CAD 46,000 - 54,000; Full time

Benefits offered by this job

Paid Vacation Leave

HOOPP Pension Plan

Extended health and dental

Life, AD&D & LTD Insurance

Employee Assistance Plan

Job summary

The Health Centre in Kitchener-Waterloo is seeking a Medical Secretary for the Outreach Team to support the Primary Care Outreach Team and the organization. The role involves coordinating appointments, handling referrals, and assisting with data collection to improve service delivery.

We require a Medical Secretary certificate and two years of health-care office experience. Proficiency with electronic medical records and Microsoft Office is essential, as is clear English communication.

Qualifications

• Secondary school
• Medical Secretary certificate
• Two years office experience in a health care setting
• Experience with electronic medical records
• Experience with switchboard/multi-line telephone
• Proficiency in Microsoft Office Suite. Demonstrated ability to communicate effectively in English, both written and oral.

Responsibilities

• Schedule appointments for clients with Health Centre staff, medical and other specialists, as well as diagnostic testing.
• Prepare referrals and letters, and other correspondence as required.
• Maintain up-to-date resource and referral directory.
• Assist with billing and accounts receivable follow-up as needed.
• Collaborate with the Primary Health Team to support service delivery.

Skills

Communication

English proficiency

Microsoft Office

Teamwork

Administrative support

Education

Secondary school

Medical Secretary certificate

Tools

Electronic Medical Records

Switchboard / Multi-line telephone

Job description

About Community Healthcaring Kitchener-Waterloo (The Health Centre)

The Health Centre provides a broad range of services aimed at improving the health of individuals and the wider community. Our services include medical and dental care, health promotion, illness prevention and outreach programming. Our expertise and resources are focused on working with those who experience health inequities and barriers to accessing health services. Collaborating as an interdisciplinary team, we provide services and supports that address the social determinants of health including factors and barriers such as poverty, inadequate housing, food insecurity, substance use, language and culture, as well as stigma and social exclusion.

The Health Centre works with the most complex client population served by primary health care professionals within Waterloo Region. Our highly skilled and diverse team works from a strength-based approach with individual clients as well as the broader community. We collaborate with many partner agencies and organizations within Waterloo Region. Our team consists of Family Physicians, Nurse Practitioners, Registered Nurses, Social Workers, Dietitians, Chiropodists, Pharmacists, Psychiatrists, Health Promoters, Community Health Workers, Administrative Staff and Volunteers.

We invite you to consider this opportunity to join our team and contribute to this important work.

The Health Centre is currently recruiting for the following position:

Job Title: MEDICAL SECRETARY (OUTREACH TEAM)

Pay: $46,195.50 to $53,928.23

Full Time, Permanent Contract

Job Summary:

As a member of the Outreach Administrative Team, the Medical Secretary is responsible for providing a wide range of secretarial, clerical, and administrative support to the Primary Care Outreach Team, HART Hub Waterloo Region, and the organization. The Medical Secretary plays a key role in ensuring the smooth flow of people, information, and communications, while also providing administrative support to the Outreach Attachment Clinic.

Specific Responsibilities:

1. Perform administrative support duties according to established
2. Schedule appointments for clients with Health Centre staff, medical and other specialists, as well as diagnostic testing. Notify and provide instructions to
3. Maintain, update and file
4. Prepare referral and consultation letters, and other correspondence as
5. Maintain up-to-date resource and referral directory.
6. Prepare third party billing and follow-up on accounts receivable as
7. Collaborate with other members of the Primary Health Team to enhance efficient and effective administrative support of the primary health
8. Participate in team and staff meetings, chart reviews, case conferences, and other meetings and committee work as appropriate to support both service delivery and organizational
9. Work during both regular and extended hours (evenings/weekends) and in locations within Kitchener to be determined by the Health Centre. A minimum of one evening per week will be required.
10. Collect, analyze and report on data and relevant information and participate in research as determined by the Health Centre.
11. Contribute to the Centre’s practices of hiring, orientating and training of
12. Work from a Social Determinants of Health perspective to improve health outcomes for individual clients and/or for the development of community health and well-being, and to reduce health
13. Work individually and collaboratively in the development and implementation of quality improvement initiatives and
14. Work in a manner that preserves privacy and
15. Work in a manner that ensures client safety and minimizes risk to clients, volunteers and the Centre.
16. Work in a manner consistent with Health Centre Vision, Mission and Values.
17. Work in a manner consistent with the Health Centre’s policy and commitment to Diversity, Equity and Inclusion in all processes and practices.
18. Work in a manner that demonstrates self-reflection and personal accountability for work performance.
19. Adhere to all Health Centre policies.
20. Adhere to appropriate infection control practices.
21. Perform any other duties as assigned by your supervisor.

Accountability

The position is accountable to the Manager of Outreach.

Qualifications

1. Secondary school
2. Medical Secretary certificate.
3. Two years office experience in a health care
4. Experience with electronic medical records
5. Experience with switchboard/multi-line telephone
6. Proficiency in medical transcription or willingness to
7. Proficiency in the use of Microsoft Office Suite. Demonstrated ability to communicate effectively in English, both written and
8. Demonstrated ability to work
9. Experience working effectively with culturally and economically diverse populations
10. Ability to obtain a Police Vulnerable Sector Check satisfactory to the Health Centre.
11. 2-Factor Authentication for Outlook is App based (Microsoft Authenticator Application) and used to ensure the security of our online accounts. 2-FA requires the use of a personal mobile device with a recent operating system.

Benefit package

Paid Vacation Leave: 3 weeks to start

Paid Public Holidays & Sick Leave

Defined Benefit Pension Plan (HOOPP)

Extended health and dental insurance

Life, Accidental Death and Long-Term Disability Insurance

Employee Assistance Plan

Application Deadline: October 20th, 2026

Individuals with a disability requiring accommodation during the application and/or the interview process should reach out to [e-mail] so that suitable arrangements can be made.

Personal information submitted will only be used for the purposes of this recruitment process.

This posting is for an open position within the organization. We appreciate all expressions of interest; however, only those selected for an interview will be contacted.