Medical Secretary, Obstetrics and Gynaecology

3 weeks ago

Toronto, Ontario, Canada Sinai Health System Full time
Medical Secretary, Obstetrics and Gynaecology - (11753)

Job Type: Regular Full Time

Organizational Department: Sinai Health -> Mount Sinai Hospital -> Department of Obstetrics & Gynaecology

Employee Group: Non Hospital Operating

Location: Mount Sinai Hospital Campus - Toronto, ON M5G 1X5 CA (Primary)

Travel Requirement: Hours (subject to change)

37.5 hours per week. Due to the nature of the position, additional hours may be required.

Salary Scale

Sinai Health is looking for a Medical Secretary to support our Department of Obstetrics and Gynaecology at Mount Sinai Hospital.

As a Medical Secretary, you will provide administrative and secretarial support to appropriate section head(s) and the department. The successful applicant will have an interest in providing trauma-informed care for our patient populations. Preference will be given to applicants who are clear in their ability to support us in this work.

In this role you will:

- Co-ordinate meetings, maintain physician schedule
- Intake patients into the system and prepare patient records prior to patient visits
- Prepare examining rooms on clinic days; maintain consultation rooms with necessary equipment and supplies
- Act as chaperone/assistant for physical examinations and procedures (e.g., biopsy, pap test), as required
- Input clinic billings for Mount Sinai, as required
- Prepare invoicing and remittance reports; monthly EDT submission to MOH
- Conduct follow-up reconciliation of outstanding OHIP billing
- Book student seminars and clinical clerks teachings with Medical Education Office; arrange observer status
- Coordinate meetings with mentored students and forward evaluations to Medical Education Office; arrange all meetings (in and out of hospital) including dates and times for summer research students
- Book patients' appropriate follow-up appointments (post-ops, pre-ops, consults etc.) as well as new patient referrals (contact patients with dates/times) along with arranging interpreter if needed
- Flag abnormal and urgent results for physicians and follow up with patients as per physicians' request
- Coordinate pre-op appointments with our office and PAU
- Input O.R. booking requests online; update OR/EOPS patient waiting list
- Prepare new patient packages and OR packages as required
- Prepare daily clinic lists for physician and lab nurse; prepare weekly calendar for physician.
- Register patients with correct HCN into Billing/Scheduling System (Accuro)
- Evaluate daily mail and faxes.
- Answer telephones; retrieve voice mail messages and return calls in a timely manner; respond to internal and external inquiries within the scope of responsibility and direct all calls appropriately to nursing staff, physician, and laboratory
- Responsible for arranging CT scans, ultrasounds, and all other requested tests ordered by physician
- Responsible for keeping consultation rooms stocked with necessary equipment; maintain and order office stationary supplies
- Assist with research grant preparation, manuscripts & abstracts
- Maintain CVs, prepare annual Academic Activity Report and Points Document (AFP)
- Type draft medical/legal patient-related and personal correspondence as required
- Perform other related duties as assigned by supervisor

Job Requirements

Mandatory

- Successful completion of a college diploma preferably in the field of Office Administration or Business Administration from an accredited educational institution
- Minimum two (2) years of recent secretarial experience preferably working in a clinic/health environment
- Applicants with proven equivalent recent and related training and experience may be considered

Skills and Knowledge

- Proficient in Microsoft Word, Excel, PowerPoint, Outlook
- Self-directed with an ability to make decisions and to exercise good judgment
- Superior organizational and time management skills with a flexibility to adjust to priorities
- Demonstrated professionalism and ability to work independently
- Effective verbal and written skills
- Demonstrated ability to work with a variety of individuals in a cooperative manner both independently and as part of a team
- Ability to work accurately and effectively in a fast-paced/stress environment
- Demonstrated customer service skills and ability to sensitively communicate with patients/families in vulnerable situations
- Demonstrated satisfactory work performance and attendance history

If this sounds like you and you're ready to build your career within clerical support, apply now and let us know why you would be a great addition to our team.

Open Date: 7/5/2024

Posting Deadline: 3/7/2025

All applications must be submitted by no later than 4:00pm of the posting deadline date.

Employment at Sinai Health is conditional upon the verification of credentials, completion of a health review, and demonstrating proof of immunity and vaccination status of vaccine-preventable diseases. All employees and affiliates will follow safe work practices and comply with health and safety policies, procedures, and training.

As an equal opportunity employer who understands that diversity enriches our community and culture, we invite applications from all qualified candidates including Indigenous Peoples, racialized people, disabled people/people with disabilities, women, and members of 2SLGBTQIA+ communities. If you require accommodation(s) due to disability at any point during the application and hiring process, please contact 416-586-4800 ext. 7050, or email TalentAcquisitionAccommodation.msh@sinaihealth.ca.

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