Medical Secretary

5 months ago

Hamilton, Canada McMaster University Full time

**Schedule**

35 hours weekly (Mon-Fri)

**Education Level**

2 year Community College diploma in Medical Office Administration or related field.

**Career Level**

3 years of relevant experience

**Hourly Rate**

Grade 5 - Min $22.53 Max $31.70

**About the Faculty**:
McMaster University's Faculty of Health Sciences trains physicians, nurses, physiotherapists, occupational therapists, health care researchers, physician assistants and midwives to work together in teams, providing the finest patient care. Our pioneering education advances and our excellence in world-class research has consistently placed McMaster among the top 50 universities in the world for health and medicine.

**About the Department**:
The McMaster University Department of Obstetrics and Gynecology is a large multi
- site department with over 100 Geographic full-time, part-time clinical and adjunct faculty located at two fully-affiliated teaching hospitals, community teaching hospitals and other distributed education sites. We are committed to providing excellent educational programs, leading edge basic science and health-care research and the highest quality in patient care. Our mission is education, research and effective care for women. We believe operating in a service-oriented and support model

**About the Role**:
Experience in completing expense reports (including for research), processing financial payments/journal entries and will be proficient in the use of MOSAIC (ORACLE).

**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.

**Purpose and Key Functions**:

- 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

**Requirements**:

- 2 year Community College diploma in Medical Office Administration or related field.
- Requires 3 years of relevant experience

A**ssets**:

- Strong knowledge of Medical Terminology is required
- Exceptional ability to organize in time a series of actions or events in order to achieve an objective or a project
- Team player with strong interpersonal & organizational skills with a high ability to multi-task and prioritize competing demands.
- Experience and training with OHIP & RMA billings, expense reports and processing financial payments/journal entries making travel arrangements.
- Discretion, good judgment, attention to detail, personal motivation, and the demonstrated ability to work independently and as a team with mínimal supervision in a fast paced and deadline-oriented environment.
- Excellent oral and written communication skills with a strong customer service focus and proven relationship management skills.
- Ability to maintain composure under pressure.
- Problem solving abilities, and the ability to manage competing deadlines effectively and efficiently are required.
- Minimum 4 years of administrative/medical secretary experience in a senior medical secretarial role
- Detailed knowledge of Obstetrics and Gynecology/McMaster University policies, procedures, and regulations in relation to postgraduate education and faculty would be an asset.
- Flexibility in schedule is necessary, as

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