Medical Secretary

Community Healthcaring KW (the Health Centre) provides a broad range of services aimed at improving the health of individuals and the wider community. Our services include medical and dental care, health promotion, illness prevention and outreach programming. Our expertise and resources are focused on working with those who experience health inequities and barriers to accessing health services. Collaborating as an interdisciplinary team, we provide services and supports that address the social determinants of health including factors and barriers such as poverty, inadequate housing, food insecurity, substance use, language and culture, as well as stigma and social exclusion.

Community Healthcaring KW works with the most complex client population served by primary health care professionals within Waterloo Region. Our highly skilled and diverse team works from a strength-based approach with individual clients as well as the broader community. We collaborate with many partner agencies and organizations within Waterloo Region. Our team consists of Family Physicians, Nurse Practitioners, Registered Nurses, Social Workers, Dietitians, Chiropodists, Pharmacists, Psychiatrists, Health Promoters, Community Health Workers, Administrative Staff and Volunteers.

We invite you to consider this opportunity to join our team and contribute to this important work.

The Health Centre is currently recruiting for the following position:

Job Title: Medical Secretary – RAP/PREVENT

  Pay: $42, $50,154.20 per annum

  Permanent, Full-Time, 1.0 FTE – 37.5 hours per week

Job Summary

As a member of the RAP/PREVENT Team, the Medical Secretary is responsible for providing a wide range of secretarial, receptionist, clerical and administrative supports to the organization to ensure the smooth flow of people, information, and communications. This role will involve working at our reception desk. This role will ensure that the first steps of accessible, appropriate and responsive care is provided to all those who walk through our doors in an engaging, upbeat manner.

Responsibilities

1. Perform administrative support duties according to established protocols.
2. Schedule appointments for clients with Health Centre staff, medical and other specialists, as well as diagnostic testing. Notify and provide instructions to clients.
3. Proficiently use electronic records to check clients in, to record and communicate client service information and to schedule appointments.
4. Prepare referral and consultation letters, and other correspondence as directed.
5. Actively listen and respond to client inquiries to provide information regarding Health Centre programs and other community services or otherwise assist clients to obtain information or respond to their expressed need.
6. Maintain up-to-date resource and referral directory.
7. Prepare third party billing and follow-up on accounts receivable as required.
8. Collaborate with members of the Primary Health Team to enhance efficient and effective administrative support of the primary health program.
9. Collaborate with other team members to de-escalate situations or support clients who may walk in or phone while in crisis especially in the moments until added support is available.
10. Participate in team and staff meetings, chart reviews, case conferences, and other meetings and committee work as appropriate to support both service delivery and organizational goals.
11. Work during both regular and extended hours (evenings/weekends) and in locations within Kitchener to be determined by the Health Centre. A minimum of one evening per week will be required.
12. Collect, analyze and report on data and relevant information and participate in research as determined by the Health Centre.
13. Contribute to the Centre's practices of hiring, orientating and training of staff.
14. Work from a Social Determinants of Health perspective to improve health outcomes for individual clients and/or for the development of community health and well-being, and to reduce health inequities.
15. Provide community resource information as needed.
16. Use interpretation services to communicate with clients who have a language barrier.
17. Work individually and collaboratively in the development and implementation of quality improvement initiatives and activities.
18. Work in a manner that preserves privacy and confidentiality.
19. Work in a manner that ensures client safety and minimizes risk to clients, volunteers and the Centre.
20. Work in a manner consistent with Health Centre Vision, Mission and Values.
21. Work in a manner consistent with the Health Centre's policy and commitment to Diversity, Equity and Inclusion in all processes and practices.
22. Work in a manner that demonstrates self-reflection and personal accountability for work performance.
23. Adhere to all Health Centre policies.
24. Adhere to appropriate infection control practices including immunizations.
25. Perform any other duties as assigned by your supervisor.

Accountability

This position is accountable to the Manager, Primary Care.

Qualifications

1. Secondary school diploma
2. Medical Secretary certificate or Medical Office Assistant or equivalent relevant work experience.
3. Two years office experience in a health care
4. Experience with electronic medical records
5. Experience with switchboard/multi-line telephone
6. Experience working with vulnerable populations.
7. Additional language proficiency is considered an asset.
8. Proficiency in medical transcription or willingness to
9. Proficiency in the use of Microsoft Office Suite. Demonstrated ability to communicate effectively in English, both written and verbally.
10. Demonstrated ability to work
11. Experience working effectively with culturally and economically diverse populations
12. Ability to obtain a Police Vulnerable Sector Check satisfactory to the Health Centre.
13. 2-Factor Authentication for Outlook is App based (Microsoft Authenticator Application) and used to ensure the security of our online accounts. 2-FA requires the use of a personal mobile device with a recent operating system.

Hours of Operation:

Monday/Tuesday/Thursday 9am-5pm

Wednesday 9am – 5pm or 12 pm – 8pm

Fridays 8am – 4pm

Benefit package:

• 3 weeks of paid vacation to start; 4 weeks after one year of employment.
• Defined Benefit Pension Plan (HOOPP)
• Extended Health & Dental insurance
• Employee Assistance Plan

Application Deadline: November 4, 2025

The Health Centre values the diversity of its staff and welcomes applications from people of all races, ethnicity, religions, culture, sexual orientation, gender identity and those with disabilities.

Individuals with a disability requiring accommodation during the application and/or the interview process should advise the recruitment contact noted above so that suitable arrangements can be made.

Personal information submitted will only be used for the purposes of this recruitment process.

We appreciate all expressions of interest; however, only those selected for an interview will be contacted.