Program Secretary

Job Summary Performs multi-disciplinary patient scheduling and secretarial duties such as transcribing medical dictations, minutes of meetings and typing of general correspondence for the Neonatal Follow-up Clinic Duties/Accountabilities Receives and processes requests for referrals and appointments, using information from patient charts as necessary. Coordinates with the professionals in the assigned area in scheduling same, making additions, delet=ons and changes to appointments. Makes follow-up appointments for patients and confirms that appointments are kept. Notifies appropriate department of any additions, deletions and changes to appointments. Types a variety of documents such as correspondence, memos, reports, minutes by transcribing from dictation and or written draft for the assigned multi-d=sciplinary program using word processing/dictatyping equipment. Coordinates the work flow of assigned area by establishing work schedules and organizing operating procedures. Performs reception duties such as receiving patients, parents and visitors and directing them to the appropriate area. Answers, screens and re-directs telephone calls.
• Books and confirms accommodation for out-of-town patients, if required.
• Prints out or types appointment lists for each clinic day and appointment letters for each patient Page 2 of 2 Children’s & Women’s Facilities

Job Description
Program Secretary/Booking Clerk
• Attends the monthly patient intake meetings and takes notes that relate to the booking of appointments. Also attends other meetings and takes minutes as required. Accesses Neonatal Follow-up database and inputs patient data to establish, maintain and store such data as statistical and patient data on the computer database system.
• Accesses and extracts requested data from the Neonatal Follow-up database.
• Obtains written, signed consents from parents, authorizing release of information. Obtains any Other Essential Information That Is Required. Records demographic information when patient arrives and explains the multi-disciplinary appointment system to families. Collects, collates and maintains index cards and related medical information as requested. Maintains and updates filing system for items such as charts, laboratory reports, correspondence, etc.
• Mails and distributes multi-disciplinary reports.
• Pre-registers clinic patients using the hospitals Affinity system.
• Receives, sorts and distributes correspondence; handles inquiries regarding the clinic; re-directs inquiries as and when necessary.
• Requests and collects charts from Health Records, returns charts no longer required.
• Maintains inventory of office supphes for the department, replenishing as necessary.
• Performs other related duties as required. Qualifications Education, Training and Experience Grade 12, graduation from a recognized secretarial program, including a recognized course in medical transcription and three years recent related experience or an equivalent combination of education training and experience. Skills And Abilities Ability to keyboard at 60 w.p.m. Ability to communicate effectively both verbally and in writing. Ability to deal with others effectively. Physical ability to carry out the duties of the position. Ability to organize work. Ability to operate related equipment.