Jobs at Mount Sinai in Canada

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.

• 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

• 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)

• Proficiency with medical terminology

• 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