Medical Secretary

**Requisition Details**:
Employment Status: Regular Full Time (1.0 FTE)
Program Name: Medical Secretary
Number of Hours Bi-Weekly: 75
Work Schedule: Days, Evenings
On Call: No

**Job Summary**:
The Medical Secretary supports the Nurse Practitioner (NP) and multidisciplinary staff by providing administrative support to facilitate excellent client care and efficient daily operations. The Medical Secretary creates a welcoming environment to patients & families in the clinics.

**Key Responsibilities**:

- Screens incoming telephone calls, recording and transmitting messages, scheduling, receiving, and announcing scheduled patients and visitors and screening unscheduled patients and visitors.
- Arranges referrals to other health care providers. Schedules appointments for consultations, x-rays, lab tests, physical therapy, MRI's, CT scans, etc.
- Supports Nurse Practitioner by maintaining calendars, scheduling patient appointments, physician consultations, professional meetings, conferences and teleconferences.
- Prepares medical reports and summaries, patient histories, operative notes, manuscripts and correspondence
- Organizes, coordinates and controls projects related to accreditation and training.
- Ensures appropriate filing protocols including continuous improvement.
- Maintains patient confidence and protects operations through accuracy and a high level of confidentiality
- Maintains office supplies inventory by checking stock, anticipating needs, placing and expediting orders and verifying receipt.
- Ensures proper operation and maintenance of office equipment troubleshooting breakdowns, performing preventive maintenance and calling for repairs.
- Provides appropriate screening tools to co-morbid conditions under the direction of the NP for patients to complete.
- Administers patient satisfaction surveys and submits results electronically.
- Maintains & reports stats as required by the funder (e.g. MOHLTC, LHIN, etc).
- Completes data entry into the Electronic Medical Record (EMR) system including entering new patient information, updating patient records, screening and sorting faxes, mail and scanning/managing documents in the EMR.
- Documents all necessary conversations in the patient chart on EMR.
- Monitors vaccine fridge and maintains supply including picking up vaccines as per Public Policy (e.g. maintaining cold chain).
- Contacts patients/family & specialists office as directed by the NP.
- Serves and protects the health care community by adhering to professional standards, hospital policies and procedures, federal, provincial, and local requirements, and internal VON policies & procedures.

**External and Internal Relationships**:

- Interacts frequently with District leadership teams, Nurse Practitioners and other multidisciplinary team members.
- Engages with outside vendors and service providers to acquire and maintain equipment.
- Interacts with the Department of Health, Health Authorities or Continuing Care Agencies.
- Engages with clients and families, specialty physician’s staff and other physicians.

**Education, Designations and Experience**:

- Post-secondary education in Medical Office Administration or related studies required.
- Minimum of 2 years’ experience in health care office environment.
- Strong computer skills including Microsoft Office and Electronic Medical Records (EMR) required.
- Understanding the Nurse Practitioner role in Primary Health Care is an asset.

**Skill Requirements**:

- Proven to be reliable and punctual.
- Exemplary customer service skills.
- Excellent oral and written communication, interpersonal and organizational skills.
- Strong problem-solving skills.
- Ability to maintain confidentiality and impartiality.
- Capacity to adapt quickly to a fast paced, dynamic work environment.
- High degree of accuracy and attention to detail.
- Ability to work independently and within a team setting (e.g. ability to work effectively with all members of the health care team).
- Ability to prioritize, manage time effectively and be flexible in an active work environment.
- Exercise good judgment.
- Demonstrated ability to welcome change and manage it innovatively.

**Other**:

- Access to a personal vehicle for business use and possess both a current driver’s license and proof of vehicle insurance.
- A current and original copy of a satisfactory Criminal Records Check required
- A Vulnerable Sector Search and/or Child Abuse Registry Check may be required
- Willingness to travel occasionally during the day (e.g. picking up vaccines or other supplies, accompanying NP on home visits if required).

Work Conditions and Physical Capabilities: fast-paced environment; attention to detail; lift and carry using appropriate lifting techniques; walk, sit, stand, and climb stairs; grip and fine hand movements.