Medical Secretary

1 week ago

Kingston, Canada Kingston Health Sciences Centre Full time

Provide medical secretary support to the Division of General Surgery. The incumbent is responsible for activities that support patient care, which includes to coordinate referral of new patients to the Division of General Surgery, through

retrieval of appropriate tests and results, routing to appropriate specialist, conduct appointment booking as required, and contact with the patient/designate. This position will also be responsible for booking Endoscopies for the Division.

Within this role the employee is accountable for contributing to the delivery of the Kingston Health Sciences Centre strategy. As an employee, one must demonstrate an awareness of and be responsible for actively promoting and

supporting patient and family centered engagement and care in all we do.

**DUTIES AND RESPONSIBILITIES**:

- Maintains strict confidentiality of information handled on a day to day basis and ensures that only authorized personnel are allowed access to patient information.
- Determine urgency and route referral to appropriate surgeon based on specialty (ex; general surgery, thoracic surgery, orthopedic, plastic surgery etc.), site and the case distribution according to Program guidelines. Follow up with Surgeon(s)/GFT Secretaries, organize work within NPR Surgery office to ensure consistency of workload, liaisons with other departments to ensure continuity of care.
- As appropriate, telephone patient (or delegate) direct and carry out interview to: Obtain and verify all demographic data, to obtain investigation reports information, provide directions to the appointment and parking information, and to respond to patient questions or redirect inquiries to appropriate Surgeon’s GFT Secretary. Support cancellation and/or reschedules appointments as required.
- Assess referral for completeness, coordinate and order diagnostic reports or missing information from referring provider, maintain referral tracking and identify any delays in processing referrals. Confirms electronic referral package and routes to Surgeons for triage/approval. Coordinates re-routing of referrals (i.e. declined or cancelled by Surgeons) to assess if additional steps are required, including providing a response to referring provider.
- Creates within or confirms with hospital health record the patient’s demographic data and updates as necessary. Creates the new patient record (electronic) and places appropriate forms within the record. Creates visits in booking system, as required.
- Participates in other duties as required for quality assurance (e.g. Provide input on standard operating procedure development related to NPR, attend meetings as required)
- Responsible for Endoscopy bookings, which includes entering the HRF into Novari, calling the patient when the date is available, reviewing booking information with the patient and sending patient the appropriate prep sheet, sending the completed HRF’s to the Endoscopy Unit, maintaining the wait list for patients needing procedure dates, and sometimes entering the Endoscopy visits in PCS
- **_NOTE: The above duties are representative but are not to be construed as all-inclusive._**

**BASIC QUALIFICATIONS**:

- Medical office administration diploma (2 year college diploma) or equivalent combination of education and experience.
- Minimum 2 years Medical Secretarial experience in an healthcare environment within the last 5 years.
- Keyboarding 55 wpm with a minimum of 95 % accuracy (**Will be tested)**:

- Demonstrated knowledge of Medical Terminology with 85% on surgical terminology test. (**Will be tested**)
- Demonstrated ability to work in Microsoft Outlook, Excel (Level 2), Adobe, and Microsoft Word (Level 2) **(Will be tested)**:

- Demonstrated ability to communicate effectively, courteously and professionally.
- Demonstrated evidence of strong organizational skills.
- Ability to follow instructions accurately, to cope with frequent interruptions and to meet deadlines
- Must work harmoniously with other staff in the department and throughout the hospital to provide rapid, efficient health care.
- Ability to work both independently and collaboratively as a team.
- Familiarity in using online management system/databases
- Ability to handle confidential matters
- Ability to work quickly and accurately under pressure
- Capable of coping with a mentally demanding workload
- Ability to set and follow through on priorities
- Proven ability to attend work regularly.
- Satisfactory criminal reference check and vulnerable sector search required.

**PHYSICAL DEMANDS**

The applicant must be able to meet the physical demands of this position.
- We thank all applicants, but only those selected for an interview will be contacted. Kingston Health Sciences Centre is committed to inclusive and accessible employment practices._
- If you require an accommodation to fully participate in the hiring process, please notify the Recruitment Team_

**KHSC is located on the ancestral lands and waters of the Ani

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