Medical Secretary

**Medical Secretary - Primary Health Care Team**

**Contract for Leave Coverage, Full-time (35 hours per week)**

**$21.48 - $25.27 per hour + Healthcare of Ontario Pension Plan (HOOPP)**

The Vaughan Community Health Centre (VCHC) is a not-for-profit, community-governed organization that provides primary health care; chronic disease prevention and management; illness prevention initiatives, community capacity development and social services primarily to York Region residents. In particular, we serve those experiencing barriers to accessing health care services due to culture, language, age, chronic illness, or the like. As part of the health promotion framework of our services, we work in partnership with other community-based health and social service organizations to address individual, family, and community needs.

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As a member of the interdisciplinary team the Medical Secretary will provide administrative support to the Primary Health Care Team.

**RESPONSIBILITIES**:
**General**
- Responsible for the opening and closing of the Centre, following procedures to ensure security and safety measures.
- Answer telephone calls, triage callers’ needs and inform about VCHC services, take messages and support staff upon request.
- Book appointments, greet clients, answer inquiries, notify providers of clients’ arrival using electronic medical records (EMR) software and support clients in completing self-checkin using the Kiosk stations as required.
- Support daily activities such as processing referrals, informing clients of booking details, and updating the EMR referrals status.
- Register new clients, complete intake for onsite and virtual services, over the phone or OCEAN platform when applicable.
- Support providers working onsite and virtually, provide files upon request, manage electronic incoming and outgoing fax, and scan medical records.
- Make appointment reminder calls, follow-up with clients about their missed appointment as per VCHC policies and procedures.
- Notify clients regarding future appointments via OCEAN, upon clients’ request.
- Upon Leadership Team approval, create and maintain providers’ EMR schedules and update EMR resource and referral directory.
- Review Ocean platform daily and follow-up on actions as required, send links to new clients to facilitate online client registration and upload received documents into client’s EMR charts.
- Participate in the Administrative Quality Service and Scanning chart audits.
- Prepare VCHC welcome packages.
- Support the collection of client feedback for quality improvement.
- Support providers in usage of interpretation services for clients.
- Distribute YRT scratch cards, update the tracker and handle petty cash received from clients.
- Responsible for the incoming and outgoing mail and deliveries.
- Monitor the general office supplies inventory and inform direct supervisor when requires replenishing.
- Prepare medical records and invoices for external organizations, such as lawyers, insurance companies or other external facilities upon providers’ approval using e-fax or mail. Prepare invoices and reconcile payments before sharing cheques with Operations Department.
- Maintain open communication among staff to ensure important information is passed on during shift changes.
- Provide coverage and support general responsibilities to other reception departments during absences or unexpected staff shortages.
- Participate in staff meetings and record minutes.
- Assist staff and student recruitment, orientation and training.
- Collaborate to achieve deliverables of the Reception Team Workplan.
- Other tasks as assigned by the supervisor depending on the needs of the Centre.

**Program-Specific to Primary Health Care Team**
- Support new non-insured client services, triage, register, conduct intake and book accordingly.
- Monitor the tracking log and validate the monthly invoices interpretation services.
- Act as the back-up for the Reception Team Lead in verifying non-insured client invoices.
- Act as the back-up for the Reception Team Lead in ensuring adequate front desk coverage.
- Respond to EMR messages and recalls as per provider’s request.
- Scan the monthly staff sign in/out sheets and share with direct supervisor**.**:

- Upload interpretation services data in the VCHC dashboard, complete interpretation services encounters and compile statistics reports for funder.
- Upon request and approval, book meeting rooms for staff and external partners.
- Register program participants, scan program participants registration forms, consent forms and other correspondence.

**QUALIFICATIONS**:

- A post-secondary degree or diploma in office or business administration
- Two to 3 years of medical office experience, with demonstrated ability to be flexible, organized, detailed-oriented, and possesses excellent problem-solving and time management skills.
- Excellent communication skills (verbal and written)
- Experience working in a culturall