Medical Secretary, Obstetrics and Gynaecology

Sinai Health is looking for a Medical Secretary to support our Department of Obstetrics and Gynaecology at Mount Sinai Hospital.

As a Medical Secretary you will provide administrative and secretarial support to appropriate section head(s) and the department. The successful applicant will have an interest in providing trauma-informed care for our patient populations. Preference will be given to applicants who are clear in their ability to support us in this work.

**In this role you will**:

- Co-ordinate meetings, maintains physician schedule
- Intake patients into system and prepare patient record prior to patient visit
- Prepare examining rooms on clinic days; maintain consultation rooms with necessary equipment and supplies
- Act as chaperone/assistant for physical examinations and procedures (e.g., biopsy, pap test), as required
- Input clinic billings for Mount Sinai, as required
- Prepare invoicing and remittance reports; monthly EDT submission to MOH
- Conduct follow up reconciliation of outstanding OHIP billing
- Books student seminars and clinical clerks teachings with Medical Education Office; arrange observer status
- Coordinate meetings with mentored students and forward evaluations to Medical Education Office; arrange all meetings (in and out of hospital) including dates and times for summer research students
- Book patient’s appropriate follow up appointments (post-ops, pre-ops, consults etc.) as well as new patient referrals (contact patients with dates/times) along with arranging interpreter if needed
- Flag abnormal and urgent results for physician and follow up with patient as per physician’s request
- Coordinate pre-op appointments with our office and PAU
- Input O.R. booking request on-line; update OR/EOPS patient waiting list
- Prepare new patient packages and OR packages as required
- Prepare daily clinic lists for physician and lab nurse; prepare weekly calendar for physician.
- Registering patients with correct HCN into Billing/Scheduling System (Accuro)
- Evaluation of daily mail and faxes.
- Answer telephones; retrieve voice mail messages and return calls in a timely manner; respond to internal and external inquiries within scope of responsibility and direct all calls appropriately to nursing staff, physician and laboratory
- Responsible for arranging CT scans, ultrasounds and all other requested tests ordered by physician
- Responsible for keeping consultation rooms stocked with necessary equipment; maintains and orders office stationary supplies
- Assist with research grant preparation, manuscripts & abstracts
- Maintain CVs, prepare annual Academic Activity Report and Points Document (AFP)
- Type draft medical/legal patient-related and personal correspondence as required
- Perform other related duties as assigned by supervisor
- Job Requirements

**Job Requirements**

Mandatory
- Successful completion of a college diploma preferably in the field of Office Administration or Business Administration from an accredited educational institution
- Minimum two (2) years of recent secretarial experience preferably working in a clinic/health environment
- Applicants with proven equivalent recent and related training and experience may be considered

Skills and Knowledge
- Proficient in Microsoft Word, Excel, Power Point, Outlook
- Medical dicta-typing skills
- Self-directed with an ability to make decisions and to exercise good judgment
- Superior organizational and time management skills with a flexibility to adjust to priorities
- Demonstrated professionalism and ability to work independently
- Effective verbal and written skills
- Demonstrated ability to work with a variety of individuals in a co-operative manner both independently and as part of a team
- Ability to work accurately and effectively in a fast pace/stress environment
- Demonstrated customer service skills and ability to sensitively communicate with patients/families in vulnerable situations
- Demonstrated satisfactory work performance and attendance history