Healthcare Administrative Assistant

1 month ago

Hamilton, Ontario, Canada McMaster University Full time
Position Overview

The Medical Secretary II plays a vital role in the Department of Surgery, providing essential support to an academic Surgical Oncologist. This position is based within a dynamic healthcare environment, where collaboration with various teams is key to delivering comprehensive patient care.


Key Responsibilities
  • Manage and prioritize office operations, ensuring smooth administrative processes.
  • Prepare and oversee physician on-call schedules, procedure timelines, and clinic appointments.
  • Draft and compose various documents, including correspondence, reports, and meeting notes.
  • Coordinate patient appointments and medical procedures efficiently.
  • Organize calendars, arrange meetings, book venues, and facilitate travel logistics.
  • Address scheduling conflicts and resolve any issues that arise.
  • Utilize dictation equipment to transcribe a range of documents, including patient files and medical reports.
  • Monitor financial budgets and reconcile accounts, including processing expense reports and purchase orders.
  • Welcome visitors and manage inquiries, providing knowledgeable responses based on established protocols.
  • Engage with patients and their families, ensuring they receive clear instructions regarding medical procedures.
  • Compile information for grant submissions and reports, facilitating the collection of necessary signatures.
  • Conduct research to gather relevant documents and articles.
  • Prepare examination rooms, ensuring all materials are organized and stocked appropriately.
  • Maintain both electronic and physical filing systems, ensuring confidentiality and compliance with policies.
  • Order office supplies and manage inventory effectively.
  • Attend meetings and document minutes accurately.
  • Handle incoming correspondence and coordinate mail distribution.

Qualifications
  • Completion of a 2-year Community College diploma in Medical Office Administration or a related discipline.
  • A minimum of 3 years of relevant experience in a similar role.
  • Proficiency in electronic medical records (EMR) systems.
  • Strong computer skills, particularly in Microsoft Office and virtual meeting platforms.
  • Excellent organizational and time management abilities.
  • Strong interpersonal and communication skills, capable of professional interaction with healthcare staff and patients.
  • Prior experience in a surgical or hospital setting is preferred.

This role requires a commitment to on-site work within a healthcare facility, contributing to a collaborative and innovative environment focused on patient care excellence.

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