Administrative Assistant Ii, Medical

2 days ago

Toronto, Canada University Health Network Full time

Job Posting #903024

Position**:Administrative Assistant II, Medical**
Site: Toronto Rehabilitation Institute - University Centre
Department: Schroeder Pain Assessment and Rehabilitation Research Centre (SPARC), KITE Research Institute
Reports to: SPARC Program Manager and SPARC Clinical Director
Hours: 37.5 hours per week; Mondays - Fridays
Pay Scale: $23.04 to $28.81 per hour (Commensurate with experience and consistent with UHN Compensation Policy)
Status: Permanent Full-Time

**University Health Network (UHN)** is looking for an experienced professional to fill the key role of **Administrative Assistant I, Medical **in our SPARC Clinic.

**_ Transforming lives and communities through excellence in care, discovery and learning._**

The University Health Network, where _“above all else the needs of patients come first”_, encompasses **Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre, Toronto Rehabilitation Institute and the Michener Institute of Education at UHN**. The breadth of research, the complexity of the cases treated, and the magnitude of its educational enterprise has made UHN a national and international resource for patient care, research and education. With a long tradition of groundbreaking firsts and a purpose of _“Transforming lives and communities through excellence in care, discovery and learning”_, the University Health Network (UHN), Canada’s largest research teaching hospital, brings together over 16,000 employees, more than 1,200 physicians, 8,000+ students, and many volunteers. UHN is a caring, creative place where amazing people are amazing the world.

KITE is the research arm of Toronto Rehab and one of the principal research enterprises of UHN, Canada’s top medical research hospital. Together, KITE and UHN are committed to transforming lives and the communities we serve through excellence in care, discovery and learning, while helping build A Healthier World.

SPARC, the Schroeder Pain Assessment and Rehabilitation Research Centre, will be a clinical-research interdisciplinary platform for the investigation of pain disorders involving research with backgrounds in biomedical engineering, physical medicine and rehabilitation, clinical epidemiology and kinesiology. SPARC is looking for an experienced professional to join this interdisciplinary team as a **Medical Administrative Assistant II**. This individual will exercise considerable judgment, independence and medical terminology knowledge under the direction of the SPARC Clinical Director and SPARC Program Manager to provide secretarial and administrative support services to this multidisciplinary team, which includes other administrative assistants, clerical staff and service coordinators. The role will require you to interact with patients, clinicians, learners/ trainees, researchers, management and other administrative/clerical staff.

**Responsibilities**:

- Ensuring the efficient operation and organization of the program and patient activities
- Rescheduling clinic patients if cancellation occurs
- Preparing patient clinic list prior to clinic
- Transcription and preparing letters and insurance forms, as assigned
- Handling queries and questions from patients, other clinicians, internal and external stakeholders in a professional, courteous and timely manner or redirecting to appropriate person
- Coordinating clinic room bookings and clinician scheduling; assisting with patient check-in, set-up and take-down of consult rooms during clinic
- Maintaining patients' records (electronic and paper)
- Collecting and cross-referencing information in electronic databases and tracking forms, producing program patient activity reports
- Using advanced word processing to facilitate the production of patient reports and other documents/materials, as assigned
- Managing the flow of documentation through the program, including using knowledge of medical terminology and discretion to alert physicians or clinicians to diagnostic reports that require priority attention
- Managing patient billing and reconciliation, as required
- Ordering clinic supplies and assisting with equipment procurement
- Organizing meetings as requested
- Performing clerical and administrative support functions to the SPARC team, as assigned
- Performing cross-functional responsibilities, as required
- Performing other duties, as assigned

**Qualifications**:

- Completion of a recognized medical office program at the diploma level
- At least three (3) years of related medical secretarial experience
- Comprehensive knowledge of health care legislative policies, organizational/program practices, procedures and

standards
- Knowledge of medical terminology required
- Extensive on-the-job computer/word processing, database and spreadsheet software

experience required; advanced experience in a Microsoft Office environment required
- Excellent written and verbal communication skills, strong customer service skills
- Excellent

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