Gft Med. Secretary Pt

4 weeks ago

Kingston, Canada Kingston Health Sciences Centre Full time

Within this role the employee is accountable for contributing to the delivery of the Kingston Health Sciences Centre strategy. As an employee, one must demonstrate an awareness of and be responsible for actively promoting and supporting patient and family centered engagement and care in all we do.

**DUTIES AND RESPONSIBILITIES**:
**PATIENT CARE**:

- Medical secretarial support to the Physician’s clinical practice including answering a high volume of daily inquiries from patients, physicians, secretaries, students, colleagues, and hospital personnel.
- Organize and process WSIB, reciprocal, third party, and regular shadow billing physician claims.
- Prepare and forward the physician’s dictated medico legal reports and letters to patients, lawyers and insurance forms.
- Maintain an accurate accounting system including preparation and submission of patient accounts for non-SEAMO billings.
- Handle all calls from families of patients and referring physicians in a professional and cordial manner.
- Co-ordinate new patient referral triage system. Ensure all relevant patient information and previous medical records are obtained prior to clinic appointments Arrange clinic appointments, referrals, diagnostic tests, and inform patients by mail and by phone. Maintain on-call patient activity for follow up clinic visits. Coordinate all clinic changes, template changes and special clinics. If applicable, coordinate the O.R. and clinic scheduling and maintain an up-to-date Surgical Wait List.
- Perform and maintain all audits on both adult and pediatric patients on the Wait List Tool.
- When necessary, book supplemental appointments with other hospital services, i.e. radiology or other therapy services as required.
- Respond to an extensive volume of telephone inquiries on a daily basis.

ADMINSTRATIVE & ACADEMIC
- Secretarial support for the physician’s academic and research endeavours including assisting in organizing work schedules as it relates to the physician’s practice, management, research, and teaching responsibilities.
- Liaise with medical faculty and residents and other administrative offices in the Faculty of Health Sciences, Queens and hospitals.
- Make travel and accommodation arrangements for scientific meetings and seminars.
- Ensure physician’s CVs are up-to-date and maintain Annual Reporting Tool (ART) to track academic activity.
- Complete a high volume of typing, including preparation and distribution of agendas and minutes for meetings.
- Prepare and distribute monthly On-Call Schedule and Attending Staff Schedule for Division or Department.
- Prepare lecture material, PowerPoint presentations and handouts for teaching. Correspond with lawyers and other health care professionals in a timely manner.
- Answer and return a high volume of phone calls and messages. Maintain the physician’s daily/weekly electronic calendar. Organize and maintain a current and up to date filing system for patients, administration, teaching and research activities. Maintain computerized database of clinical references.
- Order supplies, organize daily mail, and ensure that office and teaching equipment is in good repair.
- Office accounting using Computer Program. Process payment of office expenses including office salary, office supplies, membership fees and dues, etc. Liaise/assist the accountant with appropriate financial paperwork in maintaining accounting books.
- Dealings with Pharmaceutical and Device Representatives - scheduling appointments rounds and schedules.
- Provides secretarial support for other Attending Physicians within the Division.

RESEARCH
- **_NOTE: The above duties are representative but are not to be construed as all-inclusive._**

**BASIC QUALIFICATIONS**:

- Medical office administration diploma (2 year college diploma) or equivalent combination of education and experience.
- Minimum 2 years Medical Secretarial experience in an healthcare environment including working with electronic patient care systems or 3 years recent experience in an administrative position of a related clinical/divisional area
- Proficient knowledge of medical terminology in clinical area **_(will be tested)_**:

- Keyboarding 50 wpm **_(will be tested)_**:

- Computer proficiency - Microsoft Word (Normal User), Outlook, Excel (Normal User), PowerPoint (Normal User) (**_will be tested_**)
- Excellent communication and interpersonal skills in order to interact professionally with patients, physicians, allied health professionals, hospital, university and government administrative staff
- Extensive knowledge of administrative/organizational skills to ensure efficient running of physician offices including billing practices and privacy laws
- Evidence of high degree of initiative and organizational skills and strong written and verbal communication skills
- Ability to independently prioritize work and problem solve
- Knowledge of medical school structure, operations, and programs
- Experience using Accounting sof

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