Medical Secretary Ii

3 days ago

Hamilton, Canada McMaster University Full time

**Schedule**
- Monday to Friday, 8:30am-5:00pm, 37.5 hours per week

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

**Career Level**
- Experienced (Non Manager)

**JD #**

JD00009

**Pay Grade**:
5

**Title**:
Medical Secretary (II)

**Unit/Project Description**:

- For Department use only._

McMaster Family Practice is a clinical teaching unit located at 100 Main Street West in the David Braley Health Sciences Centre. It is affiliated with McMaster University and Hamilton Health Sciences. Over 80 multidisciplinary clinicians provide a full range of direct primary health care to approximately 20,000 patients, as well as to provide training to new family doctors and other health professionals.

**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.

**Assets**:

- For Department use only_.

**Additional Information**:
The clinic uses OSCAR software for its electronic medical records, as well as other software programs for billing and report submissions for patient/clinical third party services. Experience with health management of health records is preferred.
- a minimum of three years' experience in a medical clinic, preferably family medicine
- evidence of successful experience in a customer service-oriented role within a clinical environment; and
- evidence of successful experience working in an interdisciplinary team environment.
- knowledge of clinical equipment and supplies ordering
- ability to type 50wpm
- ability to generate and produce reports in Excel

Flexibility in schedule is necessary, as some early morning or evening shifts maybe required.

The Medical Secretary II shares responsibility for modelling and supporting policies and practices that are aligned with DFM’s commitment to truth and reconciliation with Indigenous Peoples, to addressing the harms of racism experienced by Black and racialized communities and to creating and sustaining an equitable, diverse and inclusive workplace for all.

**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.

Job applicants requiring accommodation to participate in the hiring process should contact:

- Human Resources Service Centre at
905-525-9140 ext. 222
- HR (22247), or
- Faculty

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