Medical Secretary - Outreach - 12m

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

Benefits offered by this job

Paid Vacation Leave

Paid Holidays & Sick Leave

Defined Benefit Pension Plan (HOOPP)

Extended health and dental insurance

Life, Accidental Death and Long-Term

Job summary

The Health Centre in Waterloo Region is seeking a Medical Secretary for the Outreach Team. You will provide diverse administrative support, scheduling, chart maintenance and correspondence to keep patient flow smooth.

Responsibilities include referrals, billing, and teamwork with the Primary Health Team. The role requires an established Medical Secretary credential, health-care experience, and flexibility to work evenings or weekends as needed.

Qualifications

• Secondary school diploma and Medical Secretary certificate are required.
• Two years of office experience in a health care setting is expected.
• Experience with EMR systems and multi-line phones is required.
• Proficiency with Microsoft Office and strong English communication.
• Ability to obtain Police Vulnerable Sector Check and maintain privacy.

Responsibilities

• Provide wide range of secretarial and administrative supports.
• Schedule appointments for clients with staff and specialists.
• Maintain charts, prepare letters and referral documents.
• Manage referrals, billing and accounts receivable as needed.
• Collaborate with the Primary Health Team and participate in meetings.
• Work evenings/weekends as required and within Kitchener locations.

Skills

English communication

Collaborative teamwork

Attention to detail

Ability to obtain Police Check

Education

Secondary school diploma

Medical Secretary certificate

Tools

Electronic Medical Records (EMR) systems

Switchboard / multi-line telephone

Microsoft Office Suite

Job description

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, Fixed Term Contract (12 months)

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 supports to the organization in order to ensure the smooth flow of people, information, and communications.

Specific Responsibilities

• Perform administrative support duties according to established protocols.
• Schedule appointments for clients with Health Centre staff, medical and other specialists, as well as diagnostic testing. Notify and provide instructions to clients.
• Maintain, update and file charts.
• Prepare referral and consultation letters, and other correspondence as directed.
• Maintain up-to-date resource and referral directory.
• Prepare third party billing and follow-up on accounts receivable as required.
• Collaborate with other members of the Primary Health Team to enhance efficient and effective administrative support of the primary health program.
• 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 goals.
• 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.
• Collect, analyze and report on data and relevant information and participate in research as determined by the Health Centre.
• Contribute to the Centre’s practices of hiring, orientating and training of staff.
• 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 inequities.
• Work individually and collaboratively in the development and implementation of quality improvement initiatives and activities.
• Work in a manner that preserves privacy and confidentiality.
• Work in a manner that ensures client safety and minimizes risk to clients, volunteers and the Centre.
• Work in a manner consistent with Health Centre Vision, Mission and Values.
• Work in a manner consistent with the Health Centre’s policy and commitment to Diversity, Equity and Inclusion in all processes and practices.
• Work in a manner that demonstrates self-reflection and personal accountability for work performance.
• Adhere to all Health Centre policies.
• Adhere to appropriate infection control practices.
• Perform any other duties as assigned by your supervisor.

Accountability

The position is accountable to the Manager of Outreach.

Qualifications

• Secondary school diploma.
• Medical Secretary certificate.
• Two years office experience in a health care setting.
• Experience with electronic medical records systems.
• Experience with switchboard/multi-line telephone system.
• Proficiency in medical transcription or willingness to learn.
• Proficiency in the use of Microsoft Office Suite. Demonstrated ability to communicate effectively in English, both written and verbally.
• Demonstrated ability to work collaboratively.
• Experience working effectively with culturally and economically diverse populations
• Ability to obtain a Police Vulnerable Sector Check satisfactory to the Health Centre.
• 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

September 7, 2026

The Health Centre values the diversity of its staff and welcomes applications from people of all races, ethnicity, religions, culture, sexual orientation, gender identity and those with disabilities.
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.