Full Time Medical Secretary
Full Time Medical Secretary
We are seeking an organized, professional, and reliable Medical Secretary to manage the daily administrative and front-office operations of our busy medical practice. As the primary point of contact for patients and external healthcare providers, the successful candidate will play a critical role in ensuring a seamless patient experience and maintaining efficient clinic workflows.
The ideal candidate possesses exceptional multitasking abilities, a warm and empathetic professional demeanor, and a strong foundational knowledge of Ontario healthcare administration, including OHIP billing and EMR management.
We are a medical specialist practice (Gastroenterology) in Burlington. The physician splits time between office consultations, hospital on-call and endoscopies, and an out-of-hospital clinic. We are looking for a dedicated and organized Medical Secretary with good interpersonal skills to replace a long-term staff member who is retiring.
Reception: Greet and admit patients during office days and provide a professional first point of contact.
Scheduling: Manage complex scheduling for both office follow-ups and hospital/clinic procedures (using Oscar Pro and Joseph Brant Hospital system)
Communication: Handle a high volume of phone calls and voicemails. Ensure messages are communicated with the physician and callbacks are returned promptly. Non-urgent messages and reminders are sent via EMR-based email client.
Patient referrals: All referrals are via e-fax and are triaged by the physician. New referrals need to be contacted and scheduled in-person.
Inbox Management: The Oscar Pro EMR has an inbox for e-faxes and an internal messages section for any patient-specific discussions. Emails, including notifications and automatic reminders, are via the Ocean platform.
Patient Guidance: Provide comprehensive instructions for procedures and use clinical judgment to prioritize messages and concerns based on urgency. Any experience in a medical environment would be an asset.
Note: This role does not require OHIP billing or transcription as the physicians handles billing and medical documentation.
Education: Completion of a Medical Office Administration diploma (e.g., Sheridan College) OR prior experience in a medical practice.
Technical Proficiency: Strong facility with EMR-based systems, including Oscar Pro, is useful. General proficiency with web-based applications.
Communication: Excellent verbal and written communication skills, with a focus on compassionate and clear patient interaction. Proficiency in medical terminology and the ability to counsel patients on procedure preparations.
Organization: Ability to manage a complex and dynamic workflow. Maintain confidentiality and privacy when dealing with patients and their health records.
A professional environment within a high-volume specialist clinic
A structured work schedule with a balance of in-office and remote work
A comprehensive training period starting in July to ensure a smooth transition and familiarity with specific office protocols