Medical Secretary

About Us Part of WSA group, HearCANADA's mission is to reframe the world of hearing care and set the highest standards in the world of hearing health. With 110+ clinics across Canada, our teams work collaboratively to provide exceptional, patient‑centred care on our quest to deliver Wonderful Sound for All. Learn more about us by visiting our webpage. Position Overview We are growing and searching for a Medical Secretary to join our team at our HearCanada clinic located on Lakeside Terrace, Barrie North, ON. In this role, you will be responsible for supporting administrative and reception functions within HearCanada’s ENT (Ear Nose and Throat) clinic operations. This is a permanent full‑time role in a fast‑paced environment requiring attention to detail, confidentiality, and professionalism in dealing with high volumes of patients. Hours will be Monday to Friday 8:00am‑4:30pm local time. What We Offer Starting hourly compensation of $23$–$25/hour + an attractive bonus program Benefits including health, dental, vision and a healthcare spending account, starting day one of hire RRSP matching program Generous time‑off policies including 3 weeks of vacation, 7 paid personal days and 1 paid volunteer day Training and education opportunities Friends and family discounts and our employee perk program 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, maintaining a welcoming clinic environment; welcome them, handle phone calls, return messages, and answer email and chat correspondence professionally and efficiently. Collaborate with clinic staff and leadership for patient escalations and special requests to meet patients’ unique needs. Maintain and reschedule patient cancellations, and follow up on missed appointments. Schedule high‑volume in‑clinic appointments and surgical appointments, including off‑site surgeries and procedures. Contact clients via calls, SMS, and email to arrange recall examinations, reschedule missed appointments, and schedule follow‑up appointments. Contact referral patients promptly to schedule appointments. Collaborate with ENT specialists for special appointment requests. Provide patients with necessary information for appointments and procedures, such as parking options, clinic‑specific information, access points, estimated appointment durations, and any requirements. Maintain relationships with referring physicians’ offices. Book diagnostic appointments and submit referrals. Perform high‑volume call‑ahead reminders. Maintain patient files, both virtually and physically. File patient records and code files. Process forms, medical letters, reports, charts, and files in the appropriate systems. Order supplies for the clinic, including office supplies, personal protective equipment, and medical equipment. Operate general office equipment such as fax machines, scanning machines, phone systems, computers, and printers; collaborate with IT as necessary for troubleshooting and repair. Handle and sort mail and packages (ingoing and outgoing). Use the EMR system to enter patient information and keep accurate records for reporting and compliance. Attend company, district, and clinic meetings, both virtually and in‑person as scheduled. Attend required initial and ongoing company and government‑mandated training, including health and safety, policy, and standard operating procedure training. Stay abreast of industry changes to best support clients with questions. Perform other duties as assigned within the scope of the role. Provide infrequent coverage for other HearCanada clinics based on business needs. What We Are Looking For Completion of secondary school or equivalent is strongly preferred; equal consideration given to those with some secondary education and relevant experience. Certifications or post‑secondary education in a relevant field such as Medical Office Administration, Medical Terminology, Unit Clerk, Office Administration, or health care is an asset. 2+ years of experience in a Medical Secretary (or similar) capacity. Experience in a high‑volume clinic or office setting handling competing priorities. Experience in a multi‑physician office, specialist office, or ENT office is preferred. Efficient communication skills in English, both verbal and written. Energetic and professional demeanor with the ability to establish relationships with patients and team members. Knowledge of local healthcare referral sources and the Ontario provincial healthcare system is a bonus. Ability to prioritize based on urgency and handle competing tasks in a busy environment. Comfortability leveraging tools including Microsoft Outlook, Microsoft Teams (or other video conferencing/chat platforms), Microsoft Excel (basic for reporting and data), and multi‑line phone systems. A high level of confidentiality is required. Comfortability making a high‑volume of phone calls is required. Strong alignment with WS Audiology values and our mission to deliver Wonderful Sound for All. Other This is an onsite, in‑clinic position with our partnership ENT clinic. The working conditions are standard for an office environment and may involve periods of sitting and bending; some moderate lifting for packages could be required (less than 50 lbs). Apply To join us on our journey in providing Wonderful Sound for All, click the "Apply Now" button HearCANADA acknowledges that this posting represents a current, existing vacancy. We use an Applicant Tracking System to post vacancies and manage candidate data; Artificial Intelligence is not used in the decision‑making process in screening or interviewing candidates, however, may be used for note‑taking or automations such as email communication. HearCANADA is committed to fair and accessible employment practices, and we welcome and encourage applications from candidates with disabilities. Accommodations are available on request for candidates taking place in all aspects of the selection process; requests can be submitted via careers@hearcanada.com. #J-18808-Ljbffr