Medical Secretary

**SUMMARY**

Sudbury District Nurse Practitioner Clinics provide health services to the residents of the Sudbury District with clinics located in the City of Greater Sudbury.

The Medical Secretary provides secretarial support to other team members in the clinic. The incumbent supports the work of clinical team members while acting as the clinic liaison with members of the public and the patient population.

**HOURS OF WORK**:This is a full-time position. There is some flexibility in hours of work to allow for increased accessibility for SDNPC clients.

**ROLES AND RESPONSIBILITIES**: It is understood that the Medical Secretaries at each site will review and divide the work included herein equally. In the event of an absence, it is also understood that all the following roles and responsibilities will be performed by the Medical Secretary in attendance who will request assistance as required.

The roles and responsibilities under the direction of the Business Operations Manager will consist of but will not be limited to the following:

- General_
- Performs clerical support for the Sudbury District Nurse Practitioner Clinics’ interdisciplinary providers including electronic chart management, follow-up calls, liaising with Laboratories and other external organizations on behalf of the team.
- Undertakes continuing education including self-study to improve skills and abilities.
- Communicates with clinic staff, external agencies and the general public in a style that demonstrates both tact and professionalism.
- Works collaboratively with other clinic staff as required.
- Ensures that phone and front reception areas are covered at all times unless otherwise directed by the Clinic Business Operations Manager.
- Maintains familiarity with Sudbury District Nurse Practitioner Clinics’ procedures and emergency response plans.
- Remains committed to Sudbury District Nurse Practitioner Clinics’ team objectives and is able to prioritize work with mínimal direction/supervision.
- Office Functions_
- Ensures familiarity with all medical secretarial responsibilities so as to be flexible in the event of staff illness or absence.
- Answers phones promptly and uses knowledge of clinic phone system to redirect calls.
- Notifies Business Operations Manager and/or Executive Director of any staff attendance issues. Ensure expedient caseload screening and appointment cancellations.
- Books appointments and follow ups in EMR System.
- Ensures that mail is sent out daily as required. Ensure that mail is distributed daily to the addressees. Pick up mail per direction of Business Operations Manager as needed.
- Obtains external records for clinicians as needed ensuring that all relevant consent forms are enclosed. Enters (PDF) received records into EMR system upon receipt and shreds faxed or copied records per protocol.
- Types and enters data with efficiency and accuracy.
- Demonstrates familiarity with medical terminology. Clarifies with clinicians as needed.
- Ensures adequate inventory of medical supplies and checks examination rooms daily to assess for adequate stock.
- Orders needed medical supplies via Clinic Business Operations Manager as required taking into consideration exam room stock as well as staff requests.
- Ensures proficiency with all clinic software programs and associated functions. Seeks direction from systems support when required.
- Patient Contact_
- Greets patients upon their arrival to the clinic.
- Enters file updates in EMR system.
- Moves patients to exam rooms as they become available and leaves door open.
- Notifies providers via EMR of patient arrival.
- Checks patient exam rooms between client visits to ensure cleanliness.
- Patient Bookings_
- Makes all new intake calls and follow-up appointments.
- Calls clients with cancellations and booking changes as needed.
- Arranges for referrals as needed. This includes documenting appointment in EMR and notifying the patient.
- Ensures confidentiality via phone, fax and other electronic modalities. If uncertain re: the sharing of information, consult a clinical team member.
- Information Management_
- Demonstrates an awareness of, and consistently applies all relevant legislation specific to the work assignment. Maintains confidentiality and security of information.
- Ensures safe disposal of confidential waste.
- Obtains documents using appropriate protocol from external agencies.
- Inputs information, types, proof-reads and formats correspondence and documents in a clear, accurate and concise manner.
- Documents/scans receipt of client documents in EMR system.
- Performs OHIP billing for Collaborating Physicians.
- Checks clinic fax machine each morning and periodically throughout the day. Notifies clinical staff as necessary re: urgent items.
- Where unable to determine destination or action required related to any item, contact Business Operations Manager and/or attending clinician.
- Forwards paper copies of received notes and results to clinical tea