Admin Assistant Physician Vascular Surgery

2 weeks ago

Toronto, Canada St. Michael's Hospital Full time

The Administrative Assistant formally reports to the Clinical Leader Manager (CLM) while providing day-to-day clinical and administrative support to a physician, or group of physicians for the Division of Vascular. The Administrative Assistant coordinates daily activities of the physician’s office/clinic and ensures smooth functioning of the physician’s practice, while providing professional and caring service to the patients.

**DUTIES & RESPONSIBILITIES**:
Some combination of the following based on the priorities of the practice:

- Scheduling patient and physician appointments
- Answering, screening, and transferring phone calls
- Registering patient visits
- Preparing and distributing surgical documents as appropriate
- Maintaining patient confidentiality
- Creating and maintaining an efficient filing system for active, pending, and processed referrals
- Maintaining an updated database of appointments, diagnoses, and disposition decisions
- Creation and maintenance of patient files
- Attending meetings: taking and typing of meeting minutes
- Typing and providing assistance with the preparation of research documents, teaching materials for seminars/lectures, grant proposals/publications, and presentation materials
- Accurate handling and preparation of OHIP billing procedures
- Overseeing of accounts receivable and payable functions for physicians
- Providing basic office management and organization, maintaining an updated inventory or supplies and equipment
- Booking travel and hotel arrangements, meeting rooms, and catering as required
- Accurate transcription for correspondence for physician’s office could include dicta typing
- Other duties as assigned

**QUALIFICATIONS**:

- Graduate of a recognized Medical Administration program, or equivalent experience
- Successful completion of a Medical Terminology certificate
- Excellent interpersonal and communication skills, with an ability to clarify priorities amongst CLM and physician(s)
- Professional and consistent customer service skills
- Recent administrative experience in a fast paced clinic/health care environment ordering supplies, filing reports, compiling statistical information, faxing
- Excellent attendance and performance record required
- Accuracy and attention to detail when performing a variety of tasks is essential
- Ability to thrive in an environment that may require different activities to be performed on short notice

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