Medical Secretary

3 weeks ago

Hamilton, Canada McMaster University Full time

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

**Education Level**
2 year Community College Diploma

**Career Level**
3 years of relevant experience

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**JD #**

JD00009

**Pay Grade**:
5

**Title**:
Medical Secretary (II)

**Unit/Project Description**:
McMaster University's Department of Surgery seeks a skilled **Medical Secretary** to provide essential administrative support to **two**

**Trauma Surgeons at Hamilton General Hospital**. This role demands strong multitasking, precision, and effective teamwork.

Responsibilities include patient scheduling, coordinating operating room logistics, managing billing, resolving inquiries, and adapting to

diverse administrative needs. This position is a cornerstone of Trauma Surgeons' work within a vital regional trauma program. We

welcome applicants who wish to become a valued member of our team and contribute to the care of our patients and the success of

our department.

**About the Department of Surgery**

Over its 50+ year history, the McMaster Department of Surgery has maintained a steadfast commitment towards thinking big and

making it possible. We are a department with 11 surgical divisions and Royal College residency training programs; together, we are

poised to unleash a future fueled by a creative mindset and powered by our people.

Vision. This Vision is based on 6 core tenets:
**CREATE**

We commit to an inclusive **Culture.**

**Research** that impacts.

**Education** that inspires.

**Advancement** for all

**Transformation** through innovation

**Excellence** in patient care

**About McMaster University**

At McMaster University, our people are our most valuable asset. We strive to attract, develop, and retain the talented faculty and staff,

and to foster inclusive excellence which values the strengths, perspectives, and contributions of each individual. McMaster is recognized

as one of the top employers in the Hamilton/Niagara region and has been recognized as one of Canada’s Top Diversity employers.

Working at McMaster University brings a robust total rewards package, which is more than just a salary. The elements and structure of

the total rewards packages vary by employee group but include:

- Employer Paid benefits including Extended Health, Dental, Emergency Out-of-Country Travel Coverage & Basic Life Insurance.
- Pension Plan Options & Post-Retirement Benefits.
- Training, coaching and professional development opportunities.
- Employee tuition assistance for development and education
- Opportunity to be a part of an academic environment working alongside professionals who share a passion for learning.
- Progressive paid annual vacation plan

Please see Total Rewards Overview for Unifor, Local 5555, Unit 1 for more Information.

**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 o

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