Medical Secretary

Family Health Teams (FHT) use a patient-centered approach to primary care that brings together doctors, mental health clinicians, nurse practitioners, registered dietitians, registered nurses, registered practical nurses and pharmacists to coordinate the highest possible quality of care for patients
- when they need it - as close to home as possible. FHTs, in collaboration with Family Health Organizations, are a key component of Ontario’s healthcare plan to reduce wait times, improve access to primary care and keep Ontarians healthy. This is a casual position.

**Overview**

As an integral part of a multi-disciplinary team the Medical Secretary works to optimize and support access to the Partners in Pregnancy Clinic (PIPC) as well as provide tangible non-clinical program support.

**Responsibilities**
- Receiving new referrals and booking first Partners In Pregnancy Clinic (PIPC) telephone assessments and in-office appointments using the Electronic Medical Record (EMR).
- Initiating EMR for patients and entering all administrative data and updating information when appropriate.
- Upon direction of Clinicians and as per office guidelines, booking subsequent appointments with the disciplines indicated.
- Ensuring all conversations with patients are documented in the EMR.
- Maintaining confidential patient health records.
- Receiving incoming telephone calls to PIPC and forwarding them to the appropriate person.
- Assisting with taking patients to exam rooms and tidying rooms between patients when required.
- Performing a variety of confidential and non-confidential secretarial duties including word processing, scheduling meetings, relaying messages, processing mail, and data entry.
- Completing insurance and other claim forms.
- Booking appropriate tests for patients as requested/required and record appointment information in the EMR.
- Scanning documents into the EMR.
- Preparing, collecting, and recording payment of third party bills.
- Establishing and recording office procedures and routines.
- Performing other duties as assigned, which are directly related to the duties of this position.
- Cross training with all reception duties to provide backup coverage as needed.
- Liaising with Medical Affairs at Peterborough Regional Health Centre regarding new Physicians and on-call schedules.
- Scheduling and orienting Medical Students and Residents' rotations at PIPC
- Accessing and tracking clinic budget.
- Ordering office supplies.
- Attending to overall office aesthetics, tidiness, and organization
- Noting and celebrating Professional Recognition Days/Weeks
- Completing OHIP billing daily using physician day sheets
- Maintaining EDC Patient list to monitor patient numbers
- Distributing MD on-call list per the distribution list
- Assisting in the training and development of new staff
- Scheduling and orienting learners (i.e. Medical Students and Medical Residents) to the Clinic
- Participating in administrative activities of PIPC by: providing input into program development, delivery and evaluation; collecting statistical data as required by the PIPC; identifying areas of development with regards to policies, procedure and protocols.

The above responsibilities are not to be considered all - inclusive; may be assigned other related duties in the interest of efficient operations of the Partners In Pregnancy Clinic.

**Qualifications**
- Post-secondary education in a related field such as business administration considered an asset
- Completion of Medical Secretary Course (medical terminology, pharmacology)
- Experience in telephone triage and booking appointments preferably in a family medicine or obstetric practice
- Proficiency in OHIP electronic billing, submission and reconciliation
- Ability to set priorities and organize work accordingly in a busy office setting with multiple professionals
- Familiarity with child safety/protection legislation and associated community partners
- Demonstrated effective verbal and written communication, interpersonal and public relations and problem-solving skills
- Previous medical office experience preferred
- Previous experience with Electronic Medical Records preferred

**Additional benefits of joining the Peterborough Family Health Team**
- A provincial leader among Family Health Teams in Ontario
- Excellent team/office environment
- Organizational commitment to work-life balance
- HOOPP Pension Plan
- Optional dental and health benefits
- Life and disability insurance
- Healthcare spending account
- EAP Program

**The Peterborough Family Health Team are leaders in advocating for full vaccination against the COVID-19 virus and its variants, for persons who are medically able to receive the vaccination. All applicants should know that PFHT employees are expected to support this position and if medically able, maintain full vaccination.**

**Job Types**: Full-time, Permanent

**Salary**: $19.37-$21.80 per hour

**Benefits**:

- Company pension
- Dental care
- Employe