Description
SUMMARY OF THE POSITION
Person who provides assistance to one or more physicians or professionals, or to a work team, in their administrative and professional duties. They prepare medical records, reports and requests for analysis, operating protocols or other documents based on typed, handwritten or dictated texts and enter them on a computer application. The Medical Secretary also prints out such documents and has them distributed to the personnel concerned. They will be required to support service users, book appointments, and receive and forward messages to relevant personnel and service users. The Medical Secretary manages mail and email, writes correspondence and updates record filing.
SPECIFIC FUNCTIONS
Under the authority of the Coordinator of Specialized Services, the incumbent performs the following duties:
• Perform administrative tasks related to patient appointments for specialized services, whether delivered through telehealth or in person
• Schedule and coordinate patient appointments with specialists.
• Perform administrative tasks related to specialist clinics.
• Provide organizational and logistical support for specialist clinics.
• Provide on-site and telehealth support to specialists during clinic activities, as required.
• Provide administrative and operational support to nursing staff involved in specialized services clinics.
• Prepare and maintain specialist appointment lists in Care4.
• Monitor appointment priorities, wait times, and service delays.
• Collect, transmit, and respond to requests for information from departments, clients, healthcare professionals, and external organizations, in accordance with established procedures.
• Respond to calls, relay information, and answer general inquiries from patients, specialists, and other healthcare professionals.
• Participate in the management of departmental mailboxes, ensuring that incoming communications are appropriately filtered, triaged, and forwarded to the relevant team member or department.
• Participate in the management of the departmental phone line, ensuring that calls are appropriately triaged and directed to the relevant team member or department.
• Assist with the coordination and smooth operation of specialist clinics to ensure efficient patient flow and service delivery.
REQUIREMENTS
Education:
• High School Diploma.
Experience:
• One (1) year of relevant experience and customer service is an asset.
Knowledge and Abilities:
• Strong computer skills with the capacity to learn and work with different software tools.
• Good knowledge of administrative theory, systems, techniques and practice;
• Good working knowledge of computer applications, especially Microsoft Office;
• Be able to work under pressure;
• Excellent communication skills, both written and oral;
• Be able to work outside regular hours when requested;
• Well organized.
Language:
• Fluent in Cree and English;
• Fluency in French is an asset.
Other
• The candidate must know how to use Teams and Outlook. and know how to use a computer.
• Need to work with a minimal supervision, must be good to work with many healthcare professionals and clients.
