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Medical Secretary

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Thunder Bay ON PE E, Canada KEEWAYTINOOK OKIMAKANAK Full time

Key Responsibilities

Administrative and Clerical Support

  • Schedule and confirm appointments for the physician and other clinical staff.
  • Maintain patient records in the electronic medical record (EMR) system, ensuring accuracy and confidentiality.
  • Prepare correspondence, forms, and reports as required. Transcribe medical reports and ensure compliance with healthcare regulations.
  • Support data collection and reporting processes for program evaluation and Ministry requirements.
  • Provide medical office billing, processing payments and insurance forms.

Patient Coordination

  • Manage clinic reception, greet clients, and provide a welcoming, respectful environment for all patients.
  • Assist patients in completing intake forms and navigating appointment systems.
  • Coordinate follow-up care, referrals, and diagnostic testing as directed by clinical staff.
  • Communicate appointment reminders and health information to patients in a confidential manner.
  • Support clients in accessing virtual or phone appointments when technology barriers exist.

Operational Support

  • Maintain clinic supplies and assist with ordering medical and office materials.
  • Support clinic setup, filing systems, and workflow organization to ensure efficiency.
  • Collaborate with KO Health programs to coordinate patient information and ensure continuity of care.
  • Participate in team meetings, contribute to continuous quality improvement, and uphold KO Health's mission and values.

Qualifications

  • Post-secondary diploma or certificate in medical office administration or an equivalent combination of education and experience.
  • Minimum two (2) years of administrative experience in a clinic or health care setting.
  • Strong computer skills and experience with EMR systems, scheduling software, and Microsoft Office.
  • Sound knowledge of medical terminology and health care systems.
  • Excellent organizational, communication, and interpersonal skills.
  • Ability to manage multiple priorities in a fast-paced, team-based environment.
  • Understanding of confidentiality, patient privacy, and cultural safety in a clinical setting.
  • Knowledge of or experience working with Indigenous communities or populations is a strong asset.
  • Ability to speak Oji-Cree, Cree, or Ojibwe considered an asset.

Working Conditions

  • Based at the KO Primary Care Clinic in Thunder Bay.
  • Regular weekday hours, with occasional flexibility for evening or weekend activities as needed.