Medical Secretary – Endocrinology

Title: Medical Secretary – Endocrinology

Company: Women's College Hospital
Location: Toronto, Ontario
Job Type: FlexTime, FullTime

Description:

This Casual Opportunity at Women's College Hospital involves facilitating access to specialty services by receiving and processing referrals, scheduling appointments, and managing clinic schedules. Responsibilities include triaging referrals, creating patient records, scheduling visits, coordinating tests, and communicating with patients and physicians. Additionally, the role involves booking tests and follow-up appointments, updating patient health records, and enhancing the patient experience during check-in and check-out processes.

Administrative tasks include participating in quality improvement projects, managing incoming communications, maintaining supplies, attending team meetings, and supporting the clinic team as needed. The ideal candidate will have a Medical Office Administration Diploma, 2 years of clinic experience, proficiency in electronic systems, strong MS Office skills, and excellent communication and organizational abilities. The role requires working well under pressure, producing high-quality work, and promoting safety practices in daily activities.

Qualifications:

Medical Office Administration Diploma is required

2 years' experience 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

Comprehensive knowledge of health care practices and procedures

Excellent verbal and written communication skills

Ability to work effectively in an inter-professional team

Excellent organizational and time management skills

Proven ability to attend work regularly

Professional behavior and communication that meets regulatory standards

Advocacy for safety and promoting a safe environment for all

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Title: Medical Secretary &#8211; Endocrinology
Company: Women's College Hospital
Location: Toronto, Ontario
This is a Casual Opportunity.Type: NewJob 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

Women's College Hospital

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