Medical Secretary

**Schedule**
- Monday-Friday, 8:30 am to 4:30 pm

**Education Level**
- College Diploma in Medical Office Admin or related

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

**JD #**

JD00009

**Pay Grade**

5

**Title:
**Medical Secretary (II)

**Unit/Project Description**:

- For Department use only._

The Department of Medicine seeks a full-time Medical Secretary to provide support to phyisicans in our division of Hematology located at St. Joseph's Hospital. This is NOT a remote work position.

**Job Summary:
**The Medical Secretary (II) is 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 including correspondence, reports and meeting minutes.
- 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.
- 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 meetings and take minutes.
- 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.

**Assets**:

- For Department use only._
- Exceptional customer service skills in a clinical setting (i.e. dealing with patients experiencing difficult situations)
- Must have the ability to problem-solve, and have experience managing clinical scheduling.
- Experience with MS Office, particularly Outook, Word, and Excel is required.
- Must possess exellent written and verbal communication skills as well as interpersonal skills.
- Experience with electronic medical record systems is required, particulary Dovetale or another Epic based system.
- Experience managing multiple calendars is required.
- Experience with McMaster Finance policies and procedures and Mosaic Finance (travel & expense reports, p-card recs).
- Experience with minute taking, supporting a phyisician in an academic leadership role, interacting with residents and learners, and communicating ith a variety of stakeholders in an academic and clinical setting

**Additional Information:
**How To Apply**

**Employment Equity Statement**

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.

The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.

Job applicants requiring accommodation to participate in the hiring process should contact:

- Human Resources Service Centre at
905-525-9140 ext. 222
- HR (22247), or
- Faculty of Health Sciences HR Office at ext. 22207, or
- School of Graduate Studies at ext. 23679

to communicate accommodation needs.

**Vaccination Policy Statement**

The University is committed to providing and maintaining healthy and safe working and learning environments for all employees, students, volunteers and visitors. In accordance with the University’s Vaccination Policy-COVID-19 Requirements for Employees and Students (the “Vaccination Policy”), effective October 18, 2021 all McMaster community members