Medical Secretary

We are growing and searching for a Medical Secretary to join our team. In this role, you will be responsible for supporting administrative and reception functions within HearCanada’s ENT (Ear, Nose, and Throat) clinic operations. The position is fast‑paced, requires attention to detail, confidentiality, and professionalism while handling a high volume of patients Monday to Friday, 8:00 am–4:30 pm. What You’ll Do As a Medical Secretary, your primary responsibilities may include, but will not be limited to, the following: Act as the key point of contact for patients and maintain a welcoming clinic environment: welcome patients, answer questions, handle phone calls, return messages, and respond to email and chat correspondence professionally and efficiently. Handle patient escalations and special requests in collaboration with clinic staff and leadership to meet unique patient needs. Maintain clinic and surgical schedules: reschedule cancellations, follow up on missed appointments, schedule high‑volume in‑clinic and surgical appointments (including off‑site surgeries), and make reminder calls, SMS, and emails for recall examinations or rescheduled appointments. Schedule referral patients in a timely manner and collaborate with ENT specialists for special appointment requests. Provide patients with necessary appointment information (parking, clinic‑specific details, estimated durations) to ensure a positive experience and maintain relationships with referring physicians’ offices. Book diagnostic appointments and submit referrals, process high‑volume call‑ahead reminders. Maintain patient files (virtual and physical), file records, code files, process forms, letters, reports, charts, and submit supplies ordering for clinic and medical equipment. Operate office equipment (fax, scanner, phone systems, computers, printers) and work with IT for troubleshooting. Handle and sort mail and packages, use the EMR system to enter patient information accurately, attend meetings as scheduled. Participate in required training and development activities, including health and safety, policy and SOP training, and stay abreast of industry changes. Perform additional duties as assigned and provide occasional coverage for other HearCanada clinics. Education, Certifications & Experience Completion of secondary school or equivalency (preferred); equal consideration given to those with relevant experience. Certifications or post‑secondary education in Medical Office Administration, Medical Terminology, Unit Clerk, Office Administration, or related health‑care fields considered an asset. 2+ years of experience as a Medical Secretary or similar administrative role. Experience in a high‑volume clinic or office setting handling competing priorities. Preferred experience in a multi‑physician, specialist, or ENT office. Knowledge, Skills & Qualities Efficient communication skills in English, both verbal and written. Energetic and professional demeanor with ability to establish relationships with patients and team members. Knowledge of local health‑care referral sources and Ontario provincial health‑care system is a bonus. Ability to prioritize based on urgency and handle competing tasks in a busy environment. Comfortable using Microsoft Outlook, Teams, Excel, and multi‑line phone systems. High level of confidentiality required. Comfortable with making a high volume of phone calls as required. Alignment with WS Audiology values and mission to deliver "Wonderful Sound for All". Other Onsite, in‑clinic position at our partnership ENT clinic. Standard office environment; may involve periods of sitting, bending, and moderate lifting (