Medical Secretary – Medical Imaging Administration

Title: Medical Secretary – Medical Imaging Administration

Company: WCH
Location: Toronto, Ontario
Job Type: FlexTime, FullTime

Description:

Women's College Hospital (WCH) in Ontario is seeking a Medical Secretary to join their team in the Medical Imaging Department. The hospital is dedicated to providing equitable, accessible, and high-quality healthcare. The successful candidate will be responsible for providing clerical and administrative support to the Clinics/Program, ensuring efficient clinic operations.

This is a Regular Full-Time Opportunity and applicants must be legally eligible to work in Ontario.

Key Responsibilities:

Facilitate access to specialty services by processing referrals and scheduling appointments

Book complex tests and follow-up appointments, ensuring health records are up to date

Check patients in for appointments and complete the check-out process

Engage in administrative activities to support clinic operations and maintain a professional environment

Qualifications include a Medical Office Administration Diploma, 2 years' experience in an ambulatory clinic, and proficiency in electronic systems. Strong MS Office skills, organizational abilities, and excellent communication skills are required. The successful candidate must demonstrate professionalism and the ability to work effectively in an inter-professional team.

Women's College Hospital offers competitive benefits, an excellent pension plan, and a supportive work environment committed to excellence. The hospital may use AI or automated decision-making tools during the recruitment process. Candidates must verify credentials, complete a health review, and provide proof of immunity and vaccination status for vaccine-preventable diseases.

Women's College Hospital is an equal opportunity employer, encouraging applications from diverse backgrounds. Accommodations will be provided as needed throughout the hiring process. If you believe you have encountered fraudulent job postings, please report them immediately.

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Title: Medical Secretary &#8211; Medical Imaging Administration
Company: WCH
Location: Toronto, Ontario
Women's College Hospital (WCH) is an academic, ambulatory care hospital in Ontario with a focus on health for women, health equity and health system solutions. If you're ready to be part of a team that is revolutionizing the future of healthcare, then you will want to join an institution where the possibilities for innovation, new discovery and system thinking are limitless. Women's College Hospital is committed to equity, quality and patient safety as key professional values and essential components of daily practice.

Healthcare Revolutionized 2030 is our roadmap to the future. Our strategy is built on the pledge that the founders of our hospital made 140 years ago and reaffirms our commitment to providing equitable, accessible, bestinclass healthcare for everyone  meeting people where they are on their healthcare journey and partnering with them to reach their goals of living their healthiest lives possible. The stage has been set for Women's to accelerate our priorities and capture the momentum to catapult our system forward to revolutionize healthcare for everyone.

Applicants must reside and be legally eligible to work in Ontario.

This is a Regular FullTime Opportunity!

Type: Replacement   
As a vital member of the Medical Imaging Department the Medical Secretary provides clerical and administrative support to the Clinics/Program. This will include reception duties, patient registration, appointment bookings and administrative functions to support efficient clinic operations. Medical Secretaries may be required to perform one or more of the described duties, as assigned.   
As a role model and champion you will work to identify and integrate safe, best practices into daily activities to foster the delivery of safe and exemplary care.   
Job Description

Summary of Duties, but not limited to:   
Facilitate efficient and timely access to specialty services by receiving and processing referrals and scheduling appointments:

Receive new referrals and triage according to established guidelines within the Clinic/Program
 Confirm required information and retrieve relevant information from referring source
 Triage to correct clinic/physician using decision algorithms, as applicable
 Confirm triage with physicians and clinical team, as needed
 Create patient record within the Electronic Patient Record
 Schedule patient visits and coordinate required tests
 Communicate scheduled visit to appropriate individuals (referring physician, patient, etc.)
 Monitor clinic schedules to ensure all appointment slots are filled
 Provide patient with all required test information and special preparation instructions
 Provide patient with all logistical information (clinic location, etc.)
 Remind patients of appointment time or have a system in place for reminder calls
 Answer clinicrelated phone calls and triage to appropriate staff member
 Follow up on "noshows"
 Confirm physician schedule of upcoming clinics, as required
 Manage clinician cancellations

Contribute to the efficient operations of clinics by booking complex tests and followup appointments and ensuring that the health record for each scheduled patient is up to date:

Prepare daily patient charts for clinic
 Generate a chart for referrals and retrieve patient results not in the EPR
 File reports not in the EPR in Women's College Hospital records
 Liaise with Health Records regarding chart requests
 Transcribe referrals
 Book complex tests and appointments
 Exhibit a strong understanding of procedures, tests, and consult referrals to be booked within the assigned specialty
 Work with the team in the assigned clinic and ensure that team members are informed of updated schedules, room assignments and any potential changes in the clinic schedule
 Effectively communicate with all hospital clients and stakeholders
 Manage consultation letters

Enhance the patient experience by checking patients in for their scheduled appointment and completing the checkout process following the appointment:

Act as the "face of the hospital"
 Greet patients and visitors in a friendly, courteous and respectful manner
 Provide exceptional customer service to patients, family and visitors
 Print clinic and practitioner schedules prior to clinic, if applicable
 Verify required demographic information
 Validate health card
 Register patient visit in appropriate system for current encounter and track visits in systems as required
 Distribute and collect patient questionnaire or other forms
 Visually scan waiting room to monitor the needs of patients
 Check patients out of clinic as required, including scheduling followup appointments and tests
 Verify patient has all instructions and required information postclinic visit

Engage in administrative activities to support efficient clinic operations and develop a professional environment:

Participate in process and quality improvement projects to support efficient clinic operations
 Respond to patient and provider inquiries and ensure messages are forwarded appropriately
 Manage and sort incoming and outgoing faxes and mail
 Maintain supply and currency of administrative forms, pamphlets, and supplies to be ordered and restocked when necessary
 Attend and participate in clinical and administrative team meetings and participate in patient/office improvement projects, as required
 Maintain clinical data and statistics, as required
 Follow established policies and procedures
 Provide support to clinic team, as directed
 Process paperwork for noninsured patients/procedures and associated payments

As a role model and champion you will work to identify and integrate safe, best practices into daily activities to foster the delivery of safe and exemplary care.

The responsibilities described above are representative and are not to be construed as allinclusive.   
Qualifications

Medical Office Administration Diploma is required
 2 years' experience working in an ambulatory clinic, preferably in a hospital setting
 Experience with electronic systems, such as an Electronic Patient Record
 Strong MS Office application skills including Word, Excel, and Outlook
 Ability to work well under pressure and use good judgment in assessing difficult situation
 Ability to produce high quality work in accordance with Hospital standards
 Comprehensive knowledge of health care, organizational/office practices, procedures and standards.
 Excellent verbal and written communication skills
 Ability to work effectively in an interprofessional team
 Excellent organizational and time management skills well developed interpersonal skills, including the ability to handle multiple duties
 Proven ability to attend work on a regular basis
 Professional behaviour and communication that meets the standards of the professional regulatory college or association, as applicable, and the standards of Women's College Hospital
 This position plays a critical role in acting as an advocate for safety and will demonstrate principles, practices and processes that will optimize a safe environment for all

Why Choose Us?

Be part of a dedicated team committed to excellence.
 Shape the future of healthcare in a supportive environment.
 Enjoy competitive benefits and an excellent defined benefit pension plan (HOOPP).

Women's College Hospital may use artificial intelligence (AI) or automated decisionmaking tools during various points in the recruitment and selection processes. Please note that thirdparty job boards may apply their own automated features when displaying or promoting this posting. Women's College Hospital has no control over these external platform tools.   
If you suspect any recruitment related advertising, communication or content did not originate from Women's College Hospital, please report it immediately by providing the relevant details to WCH Job Advertisement Fraud Reporting Form.   
Employment at Women's College Hospital is conditional upon the verification of credentials, completion of a health review, and proof of immunity and vaccination status for vaccinepreventable diseases, in alignment with WCH Communicable Disease Surveillance protocols. Successful candidates will be required to complete the Employee, Physician and Volunteer Immunization Record Submission Form and the PrePlacement Health Review Form prior to commencing employment. Submission instructions will be provided in the new hire package and all requirements must be satisfied prior to commencing employment.   
Women's College Hospital is a fully affiliated teaching hospital of the University of Toronto and is committed to fairness and equity in employment and our recruitment and selection practices. We encourage applications from Indigenous peoples, people with disabilities, members of sexual minority groups, members of racialized groups, women and any others who may contribute to the further diversification of our Hospital community. Accommodation will be provided in all parts of the hiring process as required under our Access for People with Disabilities policy. Applicants need to make their requirements known in advance.

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