Medical Secretary PT - Onc. Clerical

Kingston Health Sciences Centre; Kingston; Hybrid; CAD 42,000 - 54,000; Part time

Job summary

Kingston Health Sciences Centre seeks a part-time Medical Secretary to support the Cancer Program team with secretarial duties, appointment coordination, and patient information management. The role emphasizes accuracy, confidentiality, and efficient communication with physicians, patients and staff.

Responsibilities include scheduling, chart preparation, transcription, and coordinating tests and admissions while adhering to KHSC policies and safety standards.

Qualifications

• 2 years Office Administration Health Services diploma or equivalent education and experience.
• 2 years recent experience in an administrative support position in a clinical or health care setting.
• 40 wpm on typing test.
• Working knowledge of Word, Excel, PowerPoint and Outlook (will be tested).
• Proficient knowledge of Medical Terminology (will be tested).
• Proven organizational skills and the ability to work independently.
• Strong communication and interpersonal skills and regular attendance.

Responsibilities

• Provide secretarial support to assigned physicians, including office coordination and general correspondence.
• Schedule clinic visits and chemotherapy appointments, notifying patients of changes.
• Prepare charts and ensure notes and test results are available.
• Arrange diagnostic tests and coordinate with radiology departments.
• Respond to inquiries from patients and healthcare professionals and redirect as needed.
• Transcribe physician orders and manage patient flow data electronically.
• Coordinate admissions, outpatient procedures, and transportation when required.
• Maintain compliance with hospital policies and safety regulations.

Skills

Medical Terminology

Office Administration

Typing 40 wpm

Education

Health Services diploma

Tools

MS Word

MS Excel

PowerPoint

Job description

Career Opportunities: Medical Secretary PT - Onc. Clerical (102876)

Location: Kingston General Hospital Site

In accordance with Article 9.05, where the previous incumbent returns to this position within the thirty (30) day trial period this position shall be deemed not vacant and the posting will be cancelled. Should the vacancy be cancelled, applicants to this posting shall be notified.

Please note, this posting identifies the current shifts that apply to the position control number. However, this does not guarantee the permanence of the shift time or work assignment for the position. The Hospital reserves its Management Rights under the CUPE Collective Agreement to make changes to shift time and work assignment as it deems necessary.

DESCRIPTION:

Provide medical secretarial support to the Care Team in the Cancer Program and administrative support to disease site teams. The incumbent is responsible for activities that support patient care, including coordination of appointments, patient information, and responding to urgent patient needs by directing to appropriate member of the health care team.

Within this role the employee is accountable for contributing to the delivery of the Kingston General Hospital strategy. As an employee, one must demonstrate an awareness of and be responsible for actively promoting and supporting patient and family centered engagement and care in all we do.

DUTIES AND RESPONSIBILITIES:

• Provide secretarial support to assigned Physicians, e.g. office coordination, administrative tasks, general correspondence, dictatyping, medical summaries for insurance companies, ODB letters, filing, conference planning and notes, and meeting coordination.
• Schedule appointments for clinic visits and chemotherapy treatments and notify patients of any changes (if applicable).
• Prepare charts for assigned clinics to ensure consultation notes and diagnostic test results are available.
• Book diagnostic tests in the hospital and at other facilities, e.g. ultrasound, MRI, CT scan, pulmonary function tests. Request radiological films from external facilities as required.
• Respond to telephone enquiries from patients, families, health care professionals, determine the nature of the query and re-direct accordingly.
• Transcribe physician orders in accordance with policy and procedure.
• Arrange for porter services and external patient transportation when required.
• Arrange admissions to hospital, outpatient procedures, and obtain test results as required. Record, monitor and report patient flow data electronically and follow-up as directed.
• Schedule and confirm appointment bookings and tests for patients. Coordinate and confirm appointments and meeting schedules between physicians, patients and staff as required. Ensure that patient charts, records and data are prepared and recorded. Process physician(s) orders according to Policies and Practices.
• Adheres to the worker responsibilities as set out in the Occupational Health & Safety Act, hospital safety policies, and dept/unit established procedures at all times. Where possible, take corrective action to address a hazard, otherwise report the unresolved hazard, dangerous circumstance, unsafe situation to self, other co-workers or the community, to their supervisor. Should the employee suffer a workplace injury or illness, he/she will advise their supervisor; actively participate in identifying and resolving the underlying cause(s), and participates in early and safe return to work as per Workplace Safety & Insurance Act.
• Understands and is familiar with all pertinent KGH policies and procedures including those relating to workplace conduct. Complies with the KGH Commitment to uphold the Workplace Conduct and Reporting of Inappropriate Conduct policy and behaves in a manner that is consistent with the guiding principles and expectations.

The above statements reflect the general details considered necessary to describe the principal functions of the job as identified, and shall not be considered as a detailed description of all work requirements that may be inherent in the job.

BASIC QUALIFICATIONS:

• 2 years Office Administration Health Services diploma or equivalent education and experience.
• 2 years recent experience in an administrative support position in a clinical or health care setting.
• 40 wpm on typing test.
• Working knowledge of computers: Word (Level 2), Excel (Level 2), Power Point, Microsoft Outlook, Internet Explorer (will be tested).
• Proficient knowledge of Medical Terminology (will be tested).
• Proven organizational skills.
• Demonstrated ability to work independently.
• Ability to prioritize and problem solve.
• Demonstrated effective oral and written communication skills.
• Excellent interpersonal skills and demonstrated ability to communicate effectively, courteously, and tactfully.
• Proven ability to attend work regularly.
• Satisfactory criminal reference check and vulnerable sector search required.

PHYSICAL DEMANDS

The applicant must be able to meet the physical demands of this position.

KHSC is located on the ancestral lands and waters of the Anishinaabeg and Haudenosaunee and serves a wider geographical area that encompasses many Indigenous communities including Tyendinaga, Katarokwi, as well as communities within the Weeneebayko Area Health Authority. As we partner in care, discovery, and learning to achieve better health outcomes for our communities, KHSC is committed to actively advocating for and acting upon the Truth and Reconciliation Committee’s Calls to Action on Health.

Unless specifically stated, all job postings are for existing positions at KHSC. KHSCis committed to recruitment practices that support and contribute to building a respectful, diverse and inclusive workplace in compliance with legislation such as the Employment Standards Act and Accessibility for Ontarians with Disabilities Act. We welcome all applications from women, racialized persons, persons with disabilities, Indigenous Peoples, persons in the 2SLGBTQIA+ community, and members of other equity deserving groups.

Kingston Health Sciences Centre may use artificial intelligence systems to assess and screen applicants. All hiring decisions are made in accordance with KHSC policies and applicable employment legislation.

We thank all applicants, but only those selected for next steps will be contacted. Kingston Health Sciences Centre is committed to inclusive and accessible employment practices. If you require an accommodation to fully participate in the hiring process, please notify the Recruitment Team.