Relief Medical Secretary and Reception

**JOB POSTING: Relief Medical Secretary and Reception**

Bargaining Status: C.U.P.E. Local 4891

Hours of Work: On-Call Basis

Service Area: Primary Care

Reports To: Director of Primary Care

**Salary**: Reception: $19.74 - $23.75 per hour plus 4% in lieu of vacation

Med Secretary: $21.49 - $25.86 per hour plus 4% in lieu of vacation

**About CommunitiCare Health**

We are a community health care agency that provides a full range of community health care and support services, making us a distinctive agency in Toronto offering a blend of community support services, community mental health and addictions services, supportive housing, inter-professional primary care and home care services. We are community governed. We continually look for ways to serve our clients and our community better and to provide enhanced access to equitable care.

We have a committed team of professionals - family doctors, nurse practitioners, registered nurses, chiropodists, physiotherapists, occupational therapists, dietitians, social workers, therapists, community health workers and administrative staff. As a valuable member of our inter-professional primary health care teams, the Medical Secretary/Receptionist works closely and in collaboration with all primary care providers within CommunitiCare.

**Position Statement/Summary**

The Medical Secretary/Receptionist is an integral part of the team at CommunitiCare Health. This position works in a fast-paced environment to ensure that clients’ needs for access to services and programs are met efficiently and effectively, manages client flow within the facility and provides support to the clinical and non-clinical teams. **for long term casual job.**

**Key Responsibilities**
- Efficient provision of reception services as per established protocols and practice, such as:

- Receiving all clients/visitors, assessing their needs and directing them to appropriate services or program,
- Answering and screening of all telephone calls, ensuring that all information is conveyed in a timely and accurate manner to all Four Villages staff.
- Ensures accurate and efficient provision of secretarial services to providers of the Centre:

- Types of client related letters, reports and other materials as needed.
- Maintains all provider scheduling templates and updates schedules as required.
- Performs third party billing.
- Coordinates and maintains physicians’ on-call schedule.
- Ensures efficient provision of client-related clerical services:

- Registering new clients,
- Creating and maintaining client electronic charts,
- Scheduling appointments for clients,
- Scanning and uploading documents into the electronic chart,
- Making photocopies and sending facsimiles as required.
- Prepares referral and consultation letters as directed by providers.
- Manages external referrals with specialists and diagnostic facilities, as directed by providers.
- Notifies patients of their appointments and provides patients with required test/procedure information.
- Books all the shared care psychiatry appointments, notifies patients, makes reminder calls and prepares charts for patients and billing information for psychiatrists.
- Assists with archiving and/or destroying of inactive medical charts as per established protocol.
- Manages all medical secretary to do tasks.
- Handles all transfers of records, and requests for release of personal health information from third parties and individual clients.
- Maintains accurate documentation in the EMR.
- Performs administrative support duties:

- Acts as a resource on secretarial service and office protocols, policies and procedures for reception staff as needed in areas such as medical terminology, and the booking of consultations.
- Ensures that standard secretarial information tools are complete and current including, but not limited to the referral directory in EMR.
- Performs team functions:

- Closing Four Villages by ensuring all security systems are functional,
- Ensuring answering service is operational,
- Receiving and distributing deliveries and mail,
- Maintaining the waiting room area.
- Verifies non-insured invoices.
- Participates in meetings as required.
- Identifies and participates actively in quality improvement initiatives to improve client services and work processes.
- Supports orientation of new staff as needed.
- Promotes awareness of and participation in Centre activities.
- Works during both regular and extended hours of operation in locations identified by the Centre.
- Respects and values the diversity of communities and individuals.
- Provides back-up to Receptionist-Secretary as required.
- Other duties as required.

**Qualifications**
- Diploma or certificate in medical secretarial services from a recognized institution of higher learning, although equivalent knowledge and experience may be considered.
- Minimum two years of experience as a medical secretary or administrative assistant in a clinical or social service setting.
- Medical