Medical Secretary - Ambulatory Programs

Baycrest Hospital Ambulatory Services

has an exciting opportunity for a

Medical Secretary, Ambulatory Programs

 Job Summary:

Ambulatory Outpatient Programs has a opportunity for a Clinical Secretary. This position will support Ambulatory Services including Outreach and Day Hospitals.  This position will work creatively in a variety of community environments and programs, such as: outpatient, day hospitals, outreach teams, community housing, primary care clinics, etc. The role also supports services delivered through online platforms to facilitate access to care.

This position is based on-site and does not involve remote work.

Responsibilities include but are not limited to:

• Represents programs by welcoming patients and families/caregivers/guests, directing incoming phone calls, and retrieving / forwarding messages to the appropriate team member
• Understands and articulates the core functioning of each team to new clients, providing high level information about program features
• Ensures the teams’ productivity by booking and confirming appointments, maintaining the team’s schedule
• Engages with specialists and various community physicians and hospitals in a responsive manner to address concerns, inquiries liaising and/or to obtain additional information
• Synthesizes information presented at meetings into meeting notes/minutes that are shared with the team
• Produces information by preparing and updating medical records, updating databases, entering payroll, and preparing agendas and minutes for team meetings
• Ensures efficient operations of the program by maintaining office supplies, program/clinical supplies, and equipment including troubleshooting breakdowns and calling for repairs
• Serves and protects the program’s clients by adhering to relevant professional standards, hospital policies and procedures, and legislation such as the Freedom of Information and Protection of Privacy Act
• Performs tasks related to inventory administration
• Enhances the team’s reputation and quality improvement by taking responsibility for requests as they arise, as well as, exploring novel opportunities that add value to team accomplishments and create efficiencies

Qualifications include but are not limited to:

What is Required:

• Completion of a recognized post-secondary Office Administration – Medical program, or comparable
• Demonstrated knowledge and experience using medical terminology, and processes (e.g. referrals, bookings, registration, client facing experience, etc.)
• Demonstrated ability to work well in a workflow-based environment serving various departments in Ambulatory Care
• Demonstrated ability to work independently and within a team
• Demonstrated ability to respond to and effectively manage multiple requests and competing priorities in a busy clinic environment
• Excellent interpersonal, communication and customer service skills and in working with geriatric clientele from diverse cultural backgrounds
• Demonstrated critical thinking skills, problem solving experience and the ability to take initiative in implementing creative solutions
• Demonstrated ability to respond to and effectively manage multiple requests and competing priorities in a busy clinic environment

What is Preferred:

• At least two (2) years related experience in healthcare
• Experience working with outreach and ambulatory teams within an academic teaching centre
• Ability to communicate in a second language (e.g. Russian, Spanish or Tagalog)
• Knowledge of Meditech
• Knowledge of and experience with payroll systems (UKG - TAMS and Empath) 
• Excellent keyboarding and computer skills, including proficiency with software programs such as MS Word, Excel, Adobe, SharePoint and scheduling programs
• Community outreach experience is an asset

Additional Benefits:

• % Vacation Entitlement
• Opportunity to enroll in the Healthcare of Ontario Pension Plan (HOOPP)
• Access to 24/7 Employee Assistance Program