Departmental Medical Secretary

1 month ago

Vancouver, Canada PHSA Full time

**Job Summary**:
In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. The Department Medical Secretary provides support to the technologists and Medical Director by performing clerical duties such as patient scheduling, transcription, typing and reception functions.

**Duties/Accountabilities**:
1. Schedules patient appointments for 25 diagnostic tests or combinations thereof. Gives family appropriate preparation instructions for each procedure. Confirms outpatient appointments.

2. Prepares daily patient schedule summarizing appointment times, patient names and procedures.

3. Performs reception duties by answering and responding to telephone enquiries, taking messages and redirecting calls when necessary. Receives and directs patients and caregivers.

5. Prepares patient files for technologists by obtaining requisitions, locating previous reports and attaching the appropriate forms, ensuring that clerical portions of forms are completed.

6. Transcribes reports for all Diagnostic Neurophysiology procedures utilizing customized clinical management system and other applicable software.

7. Distributes test results to referring physicians. Maintains departmental patient reports and consultation files.

8. Prepares and submits billing information for all outpatient testing to Finance Department.

9. Takes minutes at weekly Department meetings. Posts minutes for staff review and files appropriately.

10. Types a variety of material including consultation reports, letters, memoranda, abstracts, research papers and articles for publication from dictation or rough draft utilizing available software.

11. Maintains department files and records such as correspondence, journal reprints and teaching materials. Sends and retrieves items to/from offsite storage.

12. Creates department forms such as information pamphlets, test worksheets, requisitions, tables and charts utilizing appropriate software.

14. Carries out projects to update/improve departmental workflow and/or technical/computer skills under the supervision of an administrative secretary.

15. Performs other related duties as required.

**Qualifications**:
Education, Training and Experience
- Grade 12, graduation from an approved program in medical transcription and one year’s recent, related experience or an equivalent combination of education, training and experience.

Skills and Abilities
- Ability to keyboard at 60 w.p.m.
- Ability to communicate effectively both verbally and in writing.
- Ability to deal with others effectively.
- Physical ability to carry out the duties of the position.
- Ability to operate related equipment.
- Ability to organize work.

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