Medical Secretary

**Medical Secretary - PACT Program (Keswick Site)**

**Permanent, Full-time (35 hours per week)**

**$39,100 - $46,000 + Health Benefits and HOOPP**

The Vaughan Community Health Centre is a not-for-profit, community-governed organization providing primary health care, social services, and illness prevention programs primarily to the residents of the Western and Northern York Region. In particular, we serve those people 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.

The VCHC has expanded its primary health care services. Specifically, the VCHC has implemented a direct referral system to improve access to inter-professional care by allowing non-team-based family physicians to connect vulnerable (medically and socially complex) patients to services available at the VCHC.

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As a member of the interdisciplinary team the Medical Secretary will provide administrative support to the People Accessing Care Teams (PACT) program which includes a team of allied health professionals, working at the Centre or via purchase of service contracts.

**RESPONSIBILITIES**:
**General**
- Support daily activities such as processing incoming referrals, registering clients, booking appointments, greeting clients, answering inquiries, notifying providers of clients’ arrival using EMR software, completing internal and external referrals, corresponding with external clinician’s offices, providing files upon request, faxing and scanning medical records and filing documents.
- Answer the telephone and triage client needs, take messages and complete calls on behalf of providers upon request.
- Make reminder calls to clients regarding booked appointments, inform clients about their missed appointment as per VCHC policies and procedures.
- Provide clients and callers with information about the Centre, other agencies and current programs and services.
- Maintain the EMR schedules of providers by ensuring their schedules are updated.
- Support providers in usage of interpretation services for clients.
- Follow front desk procedures and policies for transfer of medical records, letters, and forms as per provider’s request.
- Maintain open communication among staff to ensure important information is passed on during shift changes.
- Provide coverage to another Medical Secretary during absences.

**Program-specific to PACT at Keswick Site**
- Maintain the PACT referral tracker and ensure referral information is entered accurately and in a timely manner.
- Utilizing Microsoft Excel, prepare accurate analysis reports pertaining to referrals received, services requested, stakeholders’ feedback (clients and clinicians), appointment bookings, number of clinicians referring to the PACT program and status of referrals.
- Update the PACT evaluation framework tracker monthly.
- Update the PACT waiting list monthly.
- Conduct stakeholder (e.g. clients, referring clinicians, purchase of service clinics) feedback surveys, process and analyze survey results, and create reports.
- Keep PACT processes and forms updated.
- Maintain tracker for site inventory (e.g. furniture, equipment, keys, supplies, etc.) and inform site manager of office supplies to be purchased.
- Track petty cash and gift cards for group programs and clients.
- Record minutes during staff meetings.
- Participate in quality improvement planning as required.
- Distribute/lend tablets to clients requiring access to virtual individual appointments and/or group programs, and track inventory of tablets.

**SKILLS AND 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 culturally diverse environment and ability to speak a second language relevant to clients served at the Centre
- Experience working with Electronic Medical Records (EMR)
- Must have access to car and a valid Ontario driver’s license.

**Please send your cover letter and resume to**:
Medical Secretary Hiring Committee

c/o Vaughan Community Health Centre Head Office

9401 Jane Street, Suite 206

Vaughan, Ontario L6A 4H7

Fax: (905) 303-9444
- Accommodations during the recruitment, selection, and interview processes will be provided in accordance with the Ontario Human Rights Code if needed. If you need accommodation during the hiring process, please call us at (905) 303-8490 ext.2631 to provide your contact information and a member from the hiring Committee will contact you._
- Vaughan Community Health Centre is an equal opportunity employer and enco