Medical Secretary Ii

**Regular/Temporary**
- Regular

**Job Title**
- Medical Secretary II

**Job ID**
- 70613

**Location**
- Stonechurch Family Health

**Open Date**
- 07/15/2025

**Job Type**
- Continuing

**Close Date**
- 07/24/2025

**Employee Group**
- Unifor Unit 1, Staff

**Favorite Job**

**Department**
- Family Med

**Salary Grade/Band**
- Grade 5

**Salary Range**
- $25.75 - $34.04 (hourly)

**Hours per Week**
- 37.5

**Posting Details**

**Schedule**
- Clinic operating hours are 8:00am - 8:00pm Monday-Friday, staff will be assigned shift-work of 7.5 hours with reasonable notice based on operation needs.

**Education Level**
- 2 year Community College diploma in Medical Office Administration or related field.

**Career Level**
- Requires 3 years of relevant experience.

**Job Code**
- JD0043 - Medical Secretary II

**Unit/Project Description**:
Stonechurch Family Health Centre is a clinical teaching unit located at 1475 Upper Ottawa Street. It is affiliated with Hamilton Health Sciences and McMaster University. Over 50 multidisciplinary clinicians provide a full range of direct primary health care to approximately 18,000 patients, as well as to provide training to new family doctors and other health professionals. As a member of the healthcare team, this position provides clinical, clerical, and, administrative support in a busy family practice office. This position will enhance the overall patient and staff experience by supporting a large number of busy health care providers.

**Job Summary**:
Responsible for establishing priorities for office operations and performing a variety of secretarial and administrative duties within a clinical or medical practice setting.

**Purpose and Key Functions**:

- Prepare, coordinate, and monitor physician on-call schedules, procedure schedules, clinics, and medical staff rounds.
- Write a variety of documents such as correspondence and reports.
- Schedule patient medical appointments and procedures.
- Coordinate calendars, arrange meetings, book rooms and make travel arrangements.
- Resolve scheduling and calendar issues, complaints, and conflicts.
- Use a dictaphone to transcribe a variety of documents and reports including minutes, patient files, medical reports, and manuscripts.
- Write a variety of formal notes and records such as meeting minutes.
- Monitor budgets and reconcile accounts. Complete financial forms including travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
- Process and reconcile clinical and third party service billings.
- Interact with patients and their family members who may be experiencing emotional or difficult situations.
- Ensure patients understand all instructions given to them for tests and medical procedures.
- Gather and compile information required for a variety of grant submissions and reports.
- Conduct database, literature and web searches to locate and retrieve documents and articles.
- Prepare and book exam rooms ensure all materials are stocked, stored, and organized accordingly.
- Set up and maintain filing systems, both electronic and hard copy.
- Update and maintain information in a variety of databases.
- Update and maintain confidential files and records. Handle sensitive material in accordance with established policies and procedures.
- File, retrieve, and purge files.
- Monitor and order office supplies.
- Attend a variety of meetings.
- Assemble, collate, and disseminate mailings.
- Open and distribute incoming mail and faxes, and arrange courier shipments.
- Remain current with relevant medical terminology.

**Requirements**:

- 2 year Community College diploma in Medical Office Administration or related field.
- Requires 3 years of relevant experience.

**Additional Information**:
The clinic uses OSCAR software for its electronic medical records, as well as other software programs for billing and report submissions for patient/clinical third party services. Experience with health management of health records is preferred.
- a minimum of three years' experience in a medical clinic, preferably family medicine
- evidence of successful experience in a customer service-oriented role within a clinical environment; and
- evidence of successful experience working in an interdisciplinary team environment.
- knowledge of clinical equipment and supplies ordering
- ability to type 50wpm
- ability to generate and produce reports in Excel

Flexibility in schedule is necessary, as some early morning or evening shifts maybe required.

The Medical Secretary II shares responsibility for modelling and supporting policies and practices that are aligned with DFM’s commitment to truth and reconciliation with Indigenous Peoples, to addressing the harms of racism experienced by Black and racialized communities and to creating and sustaining an equitable, diverse and inclusive workplace for all.

**How To Apply**

**Employment Equity Statement**

McMaster University is located on the traditional territories of t