Casual Medical Secretary, Ambulatory Services

2 weeks ago

Toronto, Ontario, Canada Baycrest Full time

Ambulatory Services has an opportunity for an

MEDICAL SECRETARY

Ambulatory Programs

Position Type: On-Call/Casual

Shift Type: Varies

Bi-Weekly Hours: Varies

Number of positions: 2

Posting Number:

Union: Non-Union

Date Posted: April 9, 2024

Internal Closing Date: April 18, 2024

Job Summary:

Ambulatory Outpatient Programs has a full-time 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. including, using online platforms to provide virtual access to care.

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
  • Represents the Ambulatory Care Outpatient programs by providing administrative support for centralized intake including screening referrals for completeness and contacting referring source(s) and/or clients for missing or additional information
  • 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 and Regional Geriatric Program database
  • Knowledge of and experience with payroll systems (Kronos and Empath)
  • Excellent keyboarding and computer skills, including proficiency with software programs such as MS Word, Excel, Adobe, and scheduling programs
  • Community outreach experience is an asset

INTERNAL APPLICANTS: Please submit your application online through the Baycrest intranet. Failure to include your resume may affect your candidacy for this position. All communication related to this job posting will be sent to the email address used to submit your application.

EXTERNAL APPLICANTS: Please submit your application online by clicking the Apply button below.

Please note that Baycrest has implemented mandatory vaccination for all employees. It is a condition of employment that new employees provide proof that they are fully vaccinated against COVID-19 prior to the start date of employment. This means that all new employees must have received all required doses of a COVID-19 vaccine approved by Health Canada at least 14 days prior to their start date. In addition, it is a condition of employment that all new hires obtain and submit proof of all booster vaccines as approved and recommended by Health Canada.

Remarkable people of Baycrest Health Sciences
are changing the future of brain health and aging.

Thank you for your interest in joining Baycrest. Only those selected for an interview will be contacted.

Baycrest is committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act ('AODA'). If you require accommodation for disability during any stage of the recruitment process, please notify Human Resources at or , ext. 2961.

All successful candidates will be required to complete a police reference check/vulnerable sector screen and submit proof of two doses of vaccination against COVID-19, unless exempt. Such exemptions will be considered on a case-by-case basis.



Required Skills

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