Medical Secretary

**Position Title**:Medical Secretary

**Employment Status**:Permanent Full Time

**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 marginalized 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 m