Job Description

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The Administrative Assistant formally reports to the Clinical Manager while providing day-to-day clinical and administrative support to a group of physicians. The Administrative Assistant coordinates daily activities of the physician's office/clinic and ensures smooth functioning of the physician's practice, while providing professional and caring service to the patients.
DUTIES & RESPONSIBILITIES:
Some combination of the following based on the priorities of the practice:

• Retrieve voicemails, transcribe, and email messages to each physician
• Direct inquiries or concerns to the appropriate physician or department to ensure timely resolution
• Update WebXChange with GIM attendings for CTUs and medical consult services
• Review and organize faxes, sort ward-related documents, remove spam, associate documents with patient profiles, and upload to the correct EPIC encounter
• Support the SMH Medical Consults and Hospitalist teams, including emailing new trainees a "Welcome Email" for each new rotation (specific to TME and Consults residents)
• Send weekly updates to Medical Consults staff with information regarding LTC, and manage reminders and calendar invites for PAF clinic patients and staff
• Collect and distribute educational and teaching materials from Medical Consults staff sessions
• Respond to patient, family, and healthcare provider calls and voicemails
• Handle other administrative tasks related to GIM wards and post-discharged patients
• Follow up on issues related to GIM wards and post-discharged patients- track post discharge referrals and appointments, coordinate and book appointments for referrals as needed
• Prepare, confirm, and mail appointment letters
• Provide coverage for other GIM administrative staff during absences (and receive reciprocal coverage)
• Register patient visits and maintain accurate records in accordance with confidentiality standards when covering the GIM clinic admin staff
• Perform other duties as assigned

QUALIFICATIONS:

• Good organization skills with efficiency and reliability
• Graduate of a recognized Medical Administration program or equivalent experience
• Completion of a Medical Terminology certificate
• Strong computer proficiency with advanced skills in word processing, spreadsheets, and desktop publishing software
• Excellent interpersonal and communication skills, with the ability to prioritize and clarify tasks among multiple physicians and the Clinical Manager
• Demonstrated professionalism with strong, proactive communication and follow-up skills
• Highly organized, efficient, and reliable, with attention to detail and confidentiality

Unity Health Toronto is committed to creating an accessible and inclusive organization. We strive to provide a recruitment process that is barrier-free and in compliance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. We understand that you may require an accommodation at any stage of the recruitment process. When you are contacted, please inform the Talent Acquisition Specialist and we will work with you to meet your accommodation needs. We want to emphasize that all accommodation requests are handled with the utmost confidentiality, respecting your privacy and dignity.

Skills Required