Medical Secretary

Baycrest Hospital has an opportunity for a

MEDICAL SECRETARY

Ambulatory Clinical Services

PRO-RATED, DAY

Position Type: Pro-rated

Shift Type: Days, no weekends (subject to change)

Hourly Pay Rate: $26.42 - $28.76

Bi-Weekly Hours: 56 Hours

Posting Number: 9064

Date Posted: October 31, 2025

Internal Closing Date: November 11, 2025

Job Summary:

Baycrest offers a range of specialist ambulatory services with a focus on dementia, memory care and neurological disorders. This position will support the Pamela & Paul Austin Centre for Neurology & Behaviour Support programs; the Sam & Ida Ross Memory Clinic, the Virtual Behavioural Medicine program, Movement Disorders Clinic, Multiple Sclerosis Clinic, Spasticity Clinic and General Geriatric Neurology Clinic. These tertiary level services are provided by inter-professional teams specializing in assessment and management of memory, dementia and neurodegenerative movement disorders. This secretarial role will provide support seamlessly across these services and functions as part of a cohesive clinic administrative team. This position reports to the Clinical manager and /or delegate Admin. Supervisor/Coordinator.

Responsibilities include but are not limited to:

- Demonstrating a high degree of accuracy and efficiency, manages new referrals, registering patients, discharging patients in EMR (Meditech, Accuro, OTN, ZOOM) booking/re-booking and confirming appointments, as well as maintaining/updating provider clinic schedules for in person and virtual care hybrid models.

- Provides excellent service throughout the client’s visit and at every interaction with clients/family and clinic team

- Liaises with various external agencies (e.g. Long-Term Care homes, acute care, doctors’ offices, hospital labs, medical records, community care partners) and ensures completion of referrals and other supporting documents requested by the team

- Consistently adheres to clinic specific Standard Operating Procedures (S.O.P.’s) for established office admin. processes

- Ensures that clinic appointments are scheduled and coordinated in a timely manner,

- Works with clinic physician specialists, RN’s and team members to ensure clinic schedules are up to date and accurate

- Ensure charts are organized for clinic days to ensure optimal workflow and documents are filed in a timely manner

- Maintains the chart room, keeping patient demographic information (hardcopy and electronic) in order and up to date

- Efficient, thorough and accurate use of the computerized information system

- Provides reception, telephone answering services in a professional manner and general clerical and administrative support.

- Accurately performs timekeeping payroll duties as assigned

- Maintains and compiles databases as required

- Orders and maintains office and clinical supplies and equipment as required

- Processes payment for non-OHIP funded care as required

Qualifications include but are not limited to:

- Completion of a recognized post-secondary Medical Office Administration program or similar, required

- Two (2) years related experience, required

- Experience working with electronic health record (EHR) systems is required; preference will be given to candidates with experience using Meditech/Accuro

- Demonstrated knowledge of medical terminology

- Experience in virtual care coordination OTN & Zoom

- Willingness and ability to learn all additional necessary computer programs required for this position

- Proficient at using a voicemail system that uses email to save messages

- Excellent written and verbal communication skills that demonstrate an efficient and solutions-oriented approach to working with others

- Knowledge of OHIP Card validation

- Ability to prioritize, organize workload and plan independently to get tasks successfully accomplished. Demonstrated ability to effectively deal with complex, stressful situations and multiple demands

- Ability to prepare daily and monthly reports and any additional reports as requested, & supports team meetings i.e. preparing agenda, circulating material, and taking minutes

Additional Benefits:

- Vacation Entitlement

- Opportunity to enroll in the Extended Health and Dental Plan

- Opportunity to enroll in the Healthcare of Ontario Pension Plan (HOOPP)

- Access to 24/7 Employee Assistance Program

INTERNAL APPLICANTS: Current Baycrest employees must apply online through the Baycrest intranet. Applications submitted through the external careers website will only be considered after the internal application process. If you are a current employee and are unable to access the intranet, please contact Human Resources for assistance.

EXTERNAL APPLICANTS: Please submit your application online by clicking the Apply button below.

Remarkable people of Baycrest Health Sciences
are changing the future of brain health and aging.

Thank you for your interest in joining Baycrest. Only those selected for an interview will be contacted.
Baycrest is committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (‘AODA’). If you require accommodation for disability during any stage of the recruitment process, please notify Human Resources at recruitment@baycrest.org or 416-785-2500, ext. 2961.
All successful candidates will be required to complete a police reference check/vulnerable sector screen.

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