Medical Secretary

Job Posting
Position Title: Medical Secretary
Employment Status: Contract Full Time (until March 31, 2024, with possibility of an extension)
Hours of Work: Monday to Friday, 35 Hours per week
Position Reports To: Manager, Clinical Services
Salary Range: Annualized salary range $42,959 - $46,000, commensurate on skills and experience, plus
participation in HOOPP
Primary Location: Ajax with flexibility to travel to all other Carea locations.

Organization Overview

Carea Community Health Centre (Carea) is a registered, charitable organization providing a wide range
of free services and programs to community members across Durham Region.

We are an interprofessional group of staff that include team members such as physicians, specialists,
healthcare staff, mental health professionals, program and support staff. Our expert team provides a wide
range of healthcare, mental health, and social services that are inclusive, equitable and accessible to all.
Carea’s comprehensive services address the complex picture of human health. This means we consider
the social, emotional, economic, health and developmental circumstances an individual is experiencing
when accessing services. We partner with clients to improve their own health and wellness.

We strive to be accessible to community members who face barriers such as culture, gender, age,
geographic isolation, homelessness, language, physical and/or cognitive disabilities, poverty, sexual
identity and race.

Position Overview

The Medical Secretary will be a welcoming, effective, collaborative member of the Agency’s Clinical
Services, Primary Care inter-professional team. The Medical Secretary works within the Administrative
Support Team (AST) to support our primary care service providers. These include the Registered Nurses,
Nurse Practitioners, Physicians and Dietitians on our Medical Services Team (MST) and the Therapists
(Registered Social Workers and Registered Psychotherapists) on our Counselling Services Team (CST) as
well as the Interprofessional Care Team (IPC). The Medical Secretary will be the first point-of-contact for
clients in our community which often includes people who are marginalised and at-risk with respect to
the social determinants of health.

Key Responsibilities

Actively contributes to developing and maintaining a welcoming environment for Carea clients
and our community by demonstrating a non-judgmental, respectful, and accepting approach to
client care - whether meeting clients face-to-face or speaking to clients by telephone.

Demonstrates excellent customer service skills for our internal and external clients and

stakeholders.
Provides accommodation and maintains accessibility for clients as needed, whenever possible.
Able to maintain active awareness of people entering and leaving Carea facilities, ensuring that

clients are checked-in, registered for service(s) and ensuring personal awareness of any special
requirements/provisions that are noted in the client’s Electronic Health Record (EHR). Example:
When clients are checked-in, ensuring that demographic data, emergency contact information
and health card information are maintained and updated.

Share and/or perform the duties of “Receptionist” when required - and effectively connect clients
with the right service at the right place, at the right time.

Opening and closing Carea facilities from time-to-time, by following established policy and
procedures to ensure client timely access to service and that the building is secured.

Flexibility to work or drive to meetings at any of Carea’s clinical locations in our service area, as
required.

Ability to work a flexible schedule with at least one evening per week.
Actively maintain awareness and understanding of Carea services and programs.
Given that the Medical Secretary will be assigned to specific MST and CST service providers as

their “Buddies”, the Medical Secretary will be responsible to collaborate with their Buddies to
ensure that their schedules are managed effectively and efficiently (e.g., maintaining full
appointment schedules, recalls made in a timely manner etc.) In turn, this will help enable Carea’s
MST and CST service providers to meet the performance targets that are set by our funders: the
Central East Local Health Integration Network (CE-LHIN) and the Ministry of Health and Long-Term
Care (MOHLTC) that are described in Carea’s Multi-Sector Service Accountability Agreement
(MSAA).

Day-to-day duties of the Medical Secretary include: responding to client and community
questions, booking intake and follow-up appointments appropriately, registering new clients,
screening and prioritizing of client calls, working with third-parties to arrange and make referrals
(e.g., specialist appointments etc.), updating and ensuring that client Electronic Health Record
(EHR) is accurate and up-to-date (e.g., scanning, faxing, photocopying, mail distribution and filing
are completed in an accurate and timely manner