Gft Med. Secretary - Kingston, Canada - Kingston Health Sciences Centre

Kingston Health Sciences Centre

Verified Company

Kingston, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Within this role the GFT medical secretary is accountable for contributing to the delivery of the Kingston General Hospital strategy.

As an employee, demonstrating an awareness of and responsibility for actively promoting and supporting patient and family centered engagement and care in all we do.

DUTIES AND RESPONSIBILITIES:

Patient Care

Medical secretarial support to the Physician's clinical practice including answering a high volume of daily inquiries from patients, physicians, secretaries, students, colleagues, and hospital personnel. Organize and process WSIB, reciprocal, third party, and regular shadow billing physician claims. Prepare and forward the physician's dictated medico legal reports and letters to patients, lawyers and insurance forms.
Maintain an accurate accounting system including preparation and submission of patient accounts for nonSEAMO billings. Handle all calls from families of patients and referring physicians in a professional and cordial manner.
Coordinate new patient referral triage system. Ensure all relevant patient information and previous medical records are obtained prior to clinic appointments Arrange clinic appointments, referrals, diagnostic tests, and inform patients by mail and by phone. Maintain oncall patient activity for follow up clinic visits. Coordinate all clinic changes, template changes and special clinics. If applicable, coordinate the O.R. and clinic scheduling and maintain an uptodate Surgical Wait List. Perform and maintain all audits on both adult and pediatric patients on the Wait List Tool.
When necessary, book supplemental appointments with other hospital services, i.e. radiology or other therapy services as required.
Respond to an extensive volume of telephone inquiries on a daily basis.

Administrative and Academic

Secretarial support for the physician's academic and research endeavours including assisting in organizing work schedules as it relates to the physician's practice, management, research, and teaching responsibilities. Liaise with medical faculty and residents and other administrative offices in the Faculty of Health Sciences, Queens and hospitals. Make travel and accommodation arrangements for scientific meetings and seminars. Ensure physician's CVs are uptodate and maintain Annual Reporting Tool (ART) to track academic activity.
Complete a high volume of typing, including preparation and distribution of agendas and minutes for meetings. Prepare and distribute monthly On-Call Schedule and Attending Staff Schedule for Division or Department. Prepare lecture material, PowerPoint presentations and handouts for teaching. Correspond with lawyers and other health care professionals in a timely manner.
Answer and return a high volume of phone calls and messages. Maintain the physician's daily/weekly electronic calendar. Organize and maintain a current and up to date filing system for patients, administration, teaching and research activities. Maintain computerized database of clinical references.
Order supplies, organize daily mail, and ensure that office and teaching equipment is in good repair. Office accounting using Computer Program. Process payment of office expenses including office salary, office supplies, membership fees and dues, etc. Liaise/assist the accountant with appropriate financial paperwork in maintaining accounting books.
Dealings with Pharmaceutical and Device Representatives scheduling appointments rounds and schedules. Provides secretarial support for other Attending Physicians within the Division.

Research
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NOTE:
The above duties are representative but are not to be construed as all-inclusive._

BASIC QUALIFICATIONS:

Medical office administration diploma (2 year college diploma) or equivalent combination of education and experience.
Minimum 2 years Medical Secretarial experience in an healthcare environment including working with electronic patient care systems or 3 years recent experience in an administrative position of a related clinical/divisional area
Excellent communication and interpersonal skills in order to interact professionally with patients, physicians, allied health professionals, hospital, university and government administrative staff
Extensive knowledge of administrative/organizational skills to ensure efficient running of physician offices including billing practices and privacy laws
Evidence of high degree of initiative and organizational skills and strong written and verbal communication skills
Ability to independently prioritize work and problem solve
Knowledge of medical school structure, operations and programs
Experience using Accounting software
Ability to schedule virtual meetings on Zoom, Teams and other teleconferencing platforms, including scheduling and sending invites
Keyboarding 50 wpm will be tested
Proficient knowledge of medical terminology will be tested

Computer proficiency