Medical Secretary, Geriatric Mental Health Outreach

**Medical Secretary, Geriatric Mental Health Outreach Service & Behavioural Support Outreach**:
Competition #

6732

Job Title

Medical Secretary, Geriatric Mental Health Outreach Service & Behavioural Support Outreach

Department

Geriatric Mental Health Outreach Service

Status

Permanent

Work Type

Part-time

Affiliation

CUPE Clerical

Shift Assignment

Days

Bilingualism Required

Yes

Police Check Requirement

N/A

Site

North East Specialized Geriatric Centre CUPE Clerical

Salary Information

$28.80 - $30.28 / hour

Application Closing Date

November 6, 2024

**KEY FUNCTION**:
Provide administrative support and specialized secretarial services to the Geriatric Mental Health Outreach Service and the Behavioural Support Outreach Service.

**REPORTING**:
Under the general direction of the Clinical Manager, North East Specialized Geriatric Centre (NESGC).

**DUTIES**:

- Review and process incoming referrals and faxes.
- Schedule all clinical appointments for incoming referrals (e.g. home visits, office visits).
- Direct all incoming telephone calls appropriately, screen all patient related telephone calls, register patients, and manage/distribute incoming mail.
- Provide clerical services (e.g. minutes of meetings, draft reports/memos/forms/templates, keyboarding, data entry, photocopying, faxing, and scanning).
- Schedule meetings as required.
- Provide support to the multidisciplinary team and the daily operations of the program.
- Manage service waitlists.
- Provide clerical coverage support across NESGC services to meet patient care demands as required.
- Assist in the preparation of demographic and patient related statistics.
- Prepare and process billings.
- Maintain patient records.
- Manage and respond to physician requests (i.e. obtaining outstanding tests or reports for the patient’s chart, following up with patients or caregivers, contacting partners in care to determine status of referrals, etc.).
- Prepare external and internal correspondence.
- Track external referrals, labs, and requisitions.
- Maintain an effective filing and information retrieval system.
- Review case files for retention of materials and destroy outdated material in accordance with procedures and applicable legislation as required.
- Create and maintain databases and contact lists as required.
- Organize and maintain an inventory of adequate office, medical, and cleaning supplies as required.
- Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
- Participate in hospital training as required.
- Assist with improvement initiatives as required.
- Perform other duties as required.

**QUALIFICATIONS**

**EDUCATION AND TRAINING**:

- Minimum of a one (1) year Diploma in a Medical Office Administration field, from an accredited college.
- Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

**EXPERIENCE**:

- Minimum of six (6) months’ experience working within a health care environment.

**KNOWLEDGE/SKILLS/ABILITIES**:

- Demonstrated knowledge of and proficiency with Medical Terminology.
- Demonstrated computer skills with advanced proficiency in Microsoft Office software (e.g. Word, Excel, Power Point and Outlook) and in applicable patient information systems (Meditech, B-Care, and Community-Wide Scheduling).
- Demonstrated ability to effectively interact and communicate with patients, families, and healthcare workers.
- Demonstrated interpersonal and communication skills.
- Demonstrated proficiency in typing, taking dictation/minutes and transcription.
- Demonstrated proficiency in data entry.
- Demonstrated ability to prioritize tasks.
- Demonstrated compliance with HSN’s privacy policy.
- Demonstrated commitment to the safety of co-workers and patients.
- Demonstrated knowledge and understanding of provincial billings and funding systems.

**PERSONAL SUITABILITY**:

- Proven ability to work independently and in an interdisciplinary team environment.
- Demonstrated commitment to ongoing professional development.
- Demonstrated professionalism in dealing with confidential and sensitive issues.
- Demonstrated positive work record and good attendance record.
- Ability to meet the physical and sensory demands of the job.
- Successful criminal reference check is required for vulnerable sector.
- Ability to use tact and discretion in dealing with health care providers and patients.
- Demonstrated ability to perform with mínimal supervision; to prioritize duties.
- Ability to travel between local sites.
- Valid driver’s license with access to vehicle is required.

Health Sciences North is committed to providing accommodations to applicants with disabilities to enable their participation in the recruitment, assessment, selection and hiring stages of employment.

HSN THANKS ALL APPLICANTS.
ONLY THOSE SELECTED FOR INTERVIEWS WILL BE CONTACTED.
WE WILL NOT ACCEPT APPLICATION