Medical Secretary Ii

5 months ago

Hamilton, Canada McMaster University Full time

**Schedule**

Casual - Not set schedule or guarantee of hours

**Education Level**

2 year Community College Diploma

**Career Level**

3 years experience

At **McMaster University**, our people are our most valuable asset. We strive to attract, develop, and retain the talented faculty and staff, and to foster inclusive excellence which values the strengths, perspectives, and contributions of each individual. McMaster’s profile and stature has evolved to one of the Top 70 Universities in the World and recognition as Canada’s Most Research Intense University. McMaster is recognized as one of the top employers in the Hamilton/Niagara region and has been recognized as one of Canada’s Top Diversity employers.

Over its 50+ year history, the McMaster **Department of Surgery** has maintained a steadfast commitment towards thinking big, and making it possible. We are a Department with 11 surgical divisions and Royal College residency training programs; together, we are poised to unleash a future fueled by a creative mindset and powered by our people.

The **Department of Surgery** is seeking energetic and motivated **Medical Secretaries** to provide administrative support coverage to our surgeons across the sites of Hamilton Health Sciences and St. Joseph’s Healthcare on a casual assignment basis. This position requires flexibility to provide medical secretary coverage at a variety of hospital sites across Hamilton.
- **C**ulture that is inclusive
- **R**esearch that impacts
- **E**ducation that inspires
- **A**dvancement for all
- **T**ransformation through innovation
- **E**xcellence in Patient Care

**Job Summary**:
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**:

- Previous surgical/medicine/hospital placement or experience.
- Experience using databases for electronic medical records (EMR) such as EPIC and/or Dovetale
- Excellent verbal and written communication skills.
- Strong computer skills, specifically with Microsoft Office 365.
- Experience using databases for electronic medical records (EMR)
- Open and flexible availability.
- Ability to travel and work at multiple hospital sites within Hamilton.

**How To Apply**

**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.

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