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Clinical Administrative Coordinator
3 months ago
Position Overview:
The Medical Secretary (I) plays a crucial role in managing a range of administrative and clerical tasks within a healthcare or clinical environment.
Key Responsibilities:
- Organize and schedule patient appointments and medical procedures efficiently.
- Manage calendars, coordinate meetings, reserve facilities, and arrange travel logistics.
- Address and resolve scheduling conflicts, inquiries, and complaints.
- Utilize dictation equipment to transcribe various documents and reports, including meeting minutes, patient records, and medical documentation.
- Draft formal notes and records, such as minutes from meetings.
- Monitor financial budgets and reconcile accounts, including processing travel expense reports, electronic requisitions, purchase orders, and journal entries.
- Handle and reconcile billing for clinical services and third-party providers.
- Welcome visitors and manage general inquiries in person, via phone, and through email, responding to specific questions with a comprehensive understanding of established protocols.
- Interact compassionately with patients and their families, particularly in challenging situations.
- Ensure that patients comprehend all instructions related to tests and medical procedures.
- Compile and gather necessary information for various grant applications and reports.
- Facilitate the collection of required signatures for grant agreements and applications.
- Conduct research through databases, literature, and online resources to locate and retrieve relevant documents and articles.
- Prepare and organize examination rooms, ensuring all necessary materials are stocked and arranged appropriately.
- Establish and maintain both electronic and physical filing systems.
- Update and manage information across various databases.
- Maintain confidentiality in managing sensitive files and records.
- Assemble, organize, and distribute mailings effectively.
- Process incoming mail and faxes, and coordinate courier services as needed.
Qualifications:
A two-year diploma in Medical Office Administration or a related discipline is required.
A minimum of two years of relevant experience is essential.
Additional Skills:
- Proficiency in OSCAR software.
- Experience in managing clinical supplies and equipment.
- Ability to triage phone calls effectively.
- Competence in scanning medical documents.
- Experience in processing uninsured payments.
The ideal candidate will possess:
- At least two years of experience in a medical clinic, preferably in family medicine.
- Medical Terminology Certificates 1 and 2 or equivalent knowledge, subject to assessment.
- Strong customer service skills.
- Familiarity with clinical instruments, equipment, and supplies specific to family medicine.
- Proficiency in computer usage with a typing speed of 50 words per minute.
- Previous experience in phone triage and scheduling for multiple healthcare providers.
- Effective communication, organizational, and interpersonal skills within a multidisciplinary team.
- Capability to lift and manage supplies weighing up to 25 pounds.
- An understanding of the confidential nature of the role.
Preference will be given to candidates who demonstrate our core values: honoring and respecting individuals, fostering creativity and courageous inquiry, and recognizing our interdependence.
The Medical Secretary I is expected to support and model policies that align with the commitment to truth and reconciliation with Indigenous Peoples, addressing the impacts of racism on Black and racialized communities, and promoting an equitable, diverse, and inclusive workplace.
Flexibility in scheduling is necessary, as there may be occasional early morning, evening, or weekend shifts.
