Medical Secretary

1 month ago

Hamilton, Canada McMaster University Full time

**Schedule**
Monday - Friday 8:30am - 4:30pm

**Education Level**
2 year Community College diploma in Medical Office Administration or related field

**Career Level**
3 years of relevant experience

**About McMaster**:
Ranked as one of the world’s Top 100 universities, **McMaster University** is devoted to the cultivation of human potential, realized through our innovative educational programs, cutting-edge research, and the diverse students, faculty, staff and alumni who make up the McMaster family. Dedicated to creating a Brighter World, we recognize that our people are our most valuable resource. Those who join McMaster will find a community of talented individuals who are inspired by the university's commitment to embodying the values of integrity, quality, inclusiveness and teamwork.

The Department of Psychiatry and Behavioural Neurosciences is seeking a full-time Medical Secretary to provide support to multiple faculty members within the Child, Youth and Adolescent Division. The individual will be responsible for the administration of general office and accounting procedures in a medical academic office. Duties include scheduling patient appointments; coordinating and booking clinics; typing medical reports and letters; OHIP billings; confidential handling of patient files; organizing meetings; making travel arrangements; assisting with research papers/grants; typing manuscripts and reports; managing budgets, financial administration, preparing on call schedules, drafting correspondence and effectively communicating with learners, patients, physicians and staff.

**Job Summary: Medical Secretary - JD00009**

The Medical Secretary (II) is responsible for establishing priorities for office operations and performing a variety of secretarial and administrative duties within a clinical or medical practice setting.

**Accountabilities**:

- Prepare, coordinate, and monitor physician on-call schedules, procedure schedules, clinics, and medical staff rounds.
- Write a variety of documents including correspondence, reports and meeting minutes.
- Schedule patient medical appointments and procedures.
- Coordinate calendars, arrange meetings, book rooms and make travel arrangements.
- Resolve scheduling and calendar issues, complaints, and conflicts.
- Use a dictaphone to transcribe a variety of documents and reports including minutes, patient files, medical reports, and manuscripts.
- Monitor budgets and reconcile accounts. Complete financial forms including travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
- Process and reconcile clinical and third party service billings.
- Interact with patients and their family members who may be experiencing emotional or difficult situations.
- Ensure patients understand all instructions given to them for tests and medical procedures.
- Gather and compile information required for a variety of grant submissions and reports.
- Conduct database, literature and web searches to locate and retrieve documents and articles.
- Prepare and book exam rooms ensure all materials are stocked, stored, and organized accordingly.
- Set up and maintain filing systems, both electronic and hard copy.
- Update and maintain information in a variety of databases.
- Update and maintain confidential files and records. Handle sensitive material in accordance with established policies and procedures.
- File, retrieve, and purge files.
- Monitor and order office supplies.
- Attend meetings and take minutes.
- Assemble, collate, and disseminate mailings.
- Open and distribute incoming mail and faxes, and arrange courier shipments.
- Remain current with relevant medical terminology.

**Qualifications**:
Education: 2 year Community College diploma in Medical Office Administration or related field.

Experience: Requires 3 years of relevant experience.

**Assets**:
Experience managing multiple calendars, including academic calendars.

Experience working with grants and budgets.

Experience with OHIP billings (Webstar), Mosaic and MacFacts.

**Additional Information**:
This position will require the incumbent to be flexible with working arrangements, this will include working from home, and likely two work sites within the city of Hamilton.

**Employment Equity Statement**

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.

The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.

Job applicants requiring accommodation to participate in the hiring process should contact:

- Human Resources Service Centre at 905-525-9140 ext. 222

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