JOB SUMMARY
The Medical Office Secretary works collaboratively with the staff and partners of HY Cosmetics & Minor Surgery. The Medical Office Secretary is responsible for general reception duties including: answering and directing patient phone calls to the appropriate health professional, patient appointment booking, handling patient referrals from various community providers, maintaining accurate patient records and documenting diagnostic test results, in addition to general administrative and clerical duties. The Medical Secretary also responds to patient inquiries and communicates appointment information, results and other messages as directed by health care providers and functions effectively within an electronic medical record environment.
LOCATION OF WORKPLACE
This position is in-person at the designated workplace located at HY Cosmetics & Minor Surgery, Units 3-4, 150 Blanca Street, Ottawa, ON K1V2V6.
GENERAL FUNCTIONS
- Ensures a safe, welcoming and clean environment for patients and visitors to the office
- Maintains flexibility in accommodating requests from patients and community providers
- Supports, promotes and contributes to the overall goals of the practice
- Abides by office policies and procedures
- Operates equipment in a safe working manner. Practices good safety and housekeeping habits
- Promptly reports accidents or incidents and cooperates fully in any investigation
- Ensures maintenance of patient safety and confidentiality of personal health information, in addition to any other information which may be considered private, sensitive or confidential
- Adheres to Infection Control and Occupational Health and Safety policies and procedures as per applicable legislation
SPECIFIC JOB DUTIES
- Performs all and any clerical, reception or administrative duties as delegated by physicians or management
- Schedules appointments with physicians and nurses
- Welcomes patients and visitors
- Communication of promotional material via written, verbal, visual, and online platforms
- Maintenance and upkeep of promotional clinic communications
- Answers telephone calls, emails, faxes, online platform inquiries, and regular posted mail, including couriered communications
- Interacts with hospital departments or community provider offices, laboratories and other medical institutions on behalf of patients and physicians (i.e. clarify requirements for referrals or appointments, order repeat prescriptions, etc.)
- Confirms appointments with patients or community providers
- Creates documents, letterheads, templates, letters, communication materials, promotional materials as required
- Prepares invoices for patients and collects payment
- Provides transcription services and general administration support for clinical, surgical, academic or research activities
- Provides general clinical administration support, including word processing, filing, distributing mail, etc.
- Ensures maintenance, cleaning and sterilization of clinic spaces, including reception area, waiting room and exam rooms
- Plans, manages and coordinates events in order to increase awareness of medical issues and services relevant to the practice
- Maintains administrative manuals
- Provides patients with education relevant to their conditions and healthcare needs, it it is within their scope to do so
- Conducts orientation and training for new team members
- Builds and maintains collaborative working relationships with patients, partners, staff and institutions
WORKING CONDITIONS
- A work environment where interruptions are frequent
- A work environment which is shared with other healthcare professionals and support staff
- A work schedule which will at times require flexibility
- Minimal physical effort: the workday comprises of roughly equal amounts of standing and sitting, with frequent position changes and interruptions
- Multiple incoming calls, requests from practitioners, clients presenting to clinic
- Use of computer for the majority of working hours is required
- The work environment will primarily be in a well-lit, well-ventilated clinic that is furnished ergonomically
- A workstation shall be equipped with desk-space, chair, computer, scanner, fax, label maker, phone, printer, general office supplies and equipment, storage area
EXPERIENCE
- Previous experience in a medical specialist office setting is an asset
- Working knowledge of medical terminology
- Proficiency in using electronic medical records (EMR) and electronic booking systems, Specifically Accuro EMR
- Demonstrated ability to collaborate effectively with colleagues, professionals, partners and community providers
- Proven ability to make decisions in a quick, concise and educated fashion while respecting deadlines and maintaining professionalism
- High level of detail and attention to accuracy
- Proficiency in general software applications typically used in an office setting. Integrated use of A.I. programs and familiarity with prompts is an asset.
QUALIFICATIONS
- Completion of Medical Secretary Course / equivalent formal training (medical terminology, pharmacology, etc.), or equivalent experience in a similar role
- Previous work experience with Accuro EMR is strongly preferred
- Effective verbal and written communication skills, in English
- Exceptional interpersonal and customer service skills
- Excellent organization and time management skills
- Proficient in decision making, identifying potential issues, problem solving, trouble shooting, negotiation and conflict resolution
- Demonstrated commitment to continuous quality improvement and professional growth
ASSETS
- Basic understanding of medical diagnosis coding language, such as ICD-9, ICD-10 or SNOMED CT
- Certified in medical instrument reprocessing, in the province of Ontario
- Bilingualism (English and French)
Pay: From $21.00 per hour
Benefits:
Work Location: In person
