Full-Time Administrative Assistant- Division of Neurology

4 weeks ago

Ottawa, Canada Ottawa Department of Medicine Full time

Description

Working in the Division of Neurology, the Administrative Assistant works under the direction of the attending physician(s) and assures proper office administration, assists with coordinating clinic schedules for the supervising physician(s) and providing support for the physicians’ clinical practices. The incumbent is also required to provide administrative support for the physicians teaching, research, and administrative duties.

Responsibilities

(This is not a complete list):

Coordinates clinic activities for physicians and residents: Schedules clinic appointments; notifies patients of their appointments and addresses patient inquiries;Coordinates follow up appointments with patients after their clinical visits;Produces and completes standard requisitions and clinical forms, including legal documentation, medical reports and insurance papers.Track and collect results for diagnostic tests ordered by physiciansCoordinates clinical notes and lab results for physician(s') review and directionMaintains physician(s)’ daily schedule and maintains their Outlook calendar. Includes determining priorities and arranging meetings, appointments, teleconferencing and videoconferencing.Compiles and submits expense claims (i.e. travel, honoraria, meeting expenses, legal case opinions, etc.)Proofreads documents and composes routine correspondence;Answers phones and responds to messages in timely manner; evaluates nature and urgency and either provides response or refers on.QualificationsCommunity College Diploma or equivalent;Minimum of 3-5 years related experience;Certificate in medical terminology preferred;Good knowledge of MS Outlook, Word, Excel and PowerPoint;Experience booking appointments, consultations, procedures and filing patient reports;Meticulous attention to detail;Excellent communication skills – able to clearly express self to patients and provide specific instructions;Excellent interpersonal skills;Proficiency in speaking and comprehending both English and French (B+);Excellent organizational, prioritization, and time-management skills to coordinate multiple activities;Good judgment; able to identify when to seek supervisor’s assistance or advice;Strong problem-solving abilities;Able to navigate and populate electronic databases;Ability to handle sensitive and confidential information;Initiative, tact, dedication, diplomacy and positive attitude;Highly dependable and thorough;Ability to work well with minimal supervision.

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