Medical Secretary

**Title**:Medical Secretary (Weller)**

Reports to: Manager, Primary Care

Location: Kingston

Position Type: Full-time

**Salary**: $21.74 - $25.58 per hour

**Position Summary**

Working in close partnership with a multi-disciplinary team, the Medical Secretary ensures the smooth and efficient operation of the health care team by directing clients and participants to appropriate services and by maintaining all systems that support health care services.

**Key Responsibilities**

**Client Service**
- Creates a welcoming atmosphere by warmly greeting individuals, responding to their inquiries, and directing them to appropriate services or resources;
- Books, cancels, makes reminder calls and re-schedules client appointments, as required, including prescription renewals, specialist referrals, and diagnostic procedures;
- Ensure a tidy, safe and welcoming waiting area;
- Responds to client queries regarding OHIP requirements, and assisting clients in obtaining OHIP insurance, as required;
- Handling and documenting small cash and cash equivalents (eg: transportation, emergency food vouchers) as required.

**Administration**
- Maintains client records both physical and electronic including: registering new clients; updating information changes for existing clients; maintaining the client information database; and archiving client paper records;
- Ensures forms are completed and up to date (e.g., client registration form);
- Prepares basic reports as required according to schedule
- Documents billing, as required, including shadow billing;
- Scans, follows-up on, and files documents appropriately;
- Supports the transition of paper client charts to an electronic client filing system;
- Supports the overall functioning of the clinic by pulling client charts, updating charts, and processing inactive charts;
- Responds to phone calls and voice mail for the clinic staff as well as transfers calls to other services when necessary.
- Performs administrative duties for clinic staff as well as medical/health related programs including maintaining an updated list of community resources, medical specialist referral list, and, on occasion, taking meeting minutes;
- Maintain inventory of necessary forms & medical supplies.

**Health Team Operations**
- Contributes to the overall smooth operation of the clinic by working cooperatively with others and supporting an effective multi-disciplinary team environment;
- Works cooperatively within the medical secretary team on the “Roles and Responsibilities Training Tool” to ensure skill development for full scope of duties and responsibilities;
- Assists to provide the required training and knowledge transfer to coworkers;
- Uses established communication pathways to assist in decision making and problem solving, as directed by the Manager;
- Ensures that information flow, workflow procedures, and team support are delivered consistently and effectively.

**Organizational Responsibilities**
- Complies with all relevant legislation and KCHC policies, including privacy laws
- Commits to acquiring an understanding of the importance of trauma responsiveness and the impact of Adverse Childhood Experiences (ACEs)
- Commits to demonstrating an ongoing commitment to Equity, Diversity, Inclusion, Indigenization and Accessibility (EDIIA) by representing the diverse nature of our communities, promoting and practicing inclusion
- Supports KCHC’s student and volunteer placement programs
- Promotes awareness of and participation in KCHC activities
- Demonstrated commitment to continuous learning and quality improvement
- On occasion, perform other temporary duties as required

**Basic Education and Experience Requirements**
- Medical Secretary Certificate or Secondary School diploma and equivalent relevant work experience
- Two plus years office experience, in a health or community setting preferred
- Experience working with electronic medical records systems

**Knowledge, Skills and Abilities**
- Ability to provide welcoming, inclusive, non-judgmental service; sensitive to cultural and social barriers that clientele may be facing
- Knowledge of privacy legislation as it relates to healthcare and private documents
- Demonstrated ability to work in a multi-disciplinary setting
- Strong interpersonal (oral and written) and problem-solving skills; a commitment to teamwork
- Excellent organizational skills, above average attention to detail, and ability to multi-task in a fast-paced environment

**Competencies**

**Organizational Competencies**:Accountability, Client Focus, Collaboration, Continuous Learning

**Position Competencies**:Attention to detail, Communications, Conflict Resolution, Initiative, Knowledge/Professional/Technical Expertise, Problem Solving, Teamwork, Time Management

**Other Requirements**
- Available for evening shifts, up to one evening a week
- Current and satisfactory Criminal and Vulnerable Persons Check
- Proof of complete COVID-19 vaccination or medical exemption