Medical Secretary

7 days ago

Hamilton, Canada McMaster University Full time

**Schedule**
35 hours per week. M-F 8:30-4:30pm some evenings and weekends as needed.

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

**Career Level**
Requires 3 years of relevant experience.

**Unit/Project Description**:
The Student Wellness Centre provides services for students that will enhance personal and academic success. Staffed by highly qualified service providers (family physicians, personal counsellors, registered nurses, psychologists, psychiatrists, wellness educators) with a special interest in university students, we provide student-centered, accessible, confidential, and caring services.
**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**:

- Preference will be given to those who understand the needs of university students
- Experience with electronic charting system/appointment booking software such as OSCAR is essential
- Applicants must be able to set up online virtual meetings via zoom, webex or teams for themselves and other staff
- Experience with dealing with patients mental health concerns and crisis is an asset

**Additional Information**: This is a full-time on-site position, evenings will be required, and weekends are possible.**

**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 of Health Sciences HR Office at ext. 22207, or
- School of Graduate Studies at ext. 23679

to communicate accommodation needs.

**Hybrid Work Language**

To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.

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