Medical Secretary - Acute Ambulatory Care Unit

This is aTemporary CasualOpportunity. This department is open 24/7. Employees may be scheduled to work daytime shifts on weekdays, weekends, and statutory holidays based on operational requirements.

Type:Replacement 

Duration: Up to 6 months 

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 clinic-related phone calls and triage to appropriate staff member
• Follow up on “no-shows”
• Confirm physician schedule of upcoming clinics, as required
• Manage clinician cancelations

Contribute to the efficient operations of clinics by booking complex tests and follow-up 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
• 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 check-out 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 follow-up appointments and tests
• Verify patient has all instructions and required information post-clinic 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 non-insured patients/procedures and associated payments

Qualifications

• Medical Office Administration diploma required
• 2 years’ experience working in an ambulatory clinic, preferably in a hospital setting

• Experience working in an acute care environment, preferred
• Strong MS Office application skills including Word, Excel, and Outlook

• Experience with electronic systems, such as an Electronic Patient Record
• 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 inter-professional 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
• Demonstrated record of good performance and acceptable attendance will be considered as part of the selection criteria
• Professional behavior 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