Medical Secretary

4 days ago

Hamilton, Canada McMaster University Full time

**Schedule**
35 hours per week, 7 hours per day, Monday to Friday, 8:30am to 4:30pm

**Education Level**
2 year Community College Diploma

**Career Level**
3 years of relevant experience

**JD #**

JD00009

**Pay Grade**:
5

**Title**:
Medical Secretary (II)

**Unit/Project Description**:

- For Department use only._

The McMaster Division of Pediatric Surgery is recognized as a Canadian leader in mínimal access surgery, surgical education, and patient outcomes.

Our vision is to improve the surgical care of children through evidence-based research, education and practice, and to educate the next generation of

health professionals in pediatric surgery. We mentor dozens of residents and medical students each year. Our accredited pediatric surgery training

program consistently attracts the best Fellows.

The educational contributions of division members to undergraduate, graduate and postgraduate education in the Faculty of Health Sciences are exemplary.

Each of our surgeons has unique training, clinical interests, and professional contributions that adds to our recognition as an innovative, collaborative and

forward-thinking division. As members of the McMaster Pediatric Surgery Research Collaborative we consistently produce high-quality research and participate

in clinical trials.

McMaster Children’s Hospital serves a population of 2.4 million people in southern Ontario. We are the sole tertiary pediatric and Level 1 Trauma Center in the area.

We have one of the largest and most modern Neonatal Intensive Care Units in Canada. Our Nurse Practitioner works closely with our assistants, faculty and residents

to provide the best care for our patients.

A medical secretary is required to provide administrative and clinical support to the academic pediatric general surgeons sited at the McMaster Children’s Hospital site

of Hamilton Health Sciences. Additional responsibilities will include preparing and sending out learner orientation packages, scheduling of student horizontal electives

and assisting with resident call schedules. All other duties as assigned.

**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_.**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.

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