Job Description

JOB POSTING: Relief Medical Secretary and Reception

Bargaining Status: C.U.P.E. Local 4891

Hours of Work: On-Call Basis

Service Area: Primary Care

Reports To: Director of Primary Care

Salary: Reception: $19.74 - $23.75 per hour plus 4% in lieu of vacation

Med Secretary: $21.49 - $25.86 per hour plus 4% in lieu of vacation

About CommunitiCare Health

We are a community health care agency that provides a full range of community health care and support services, making us a distinctive agency in Toronto offering a blend of community support services, community mental health and addictions services, supportive housing, inter-professional primary care and home care services. We are community governed. We continually look for ways to serve our clients and our community better and to provide enhanced access to equitable care.

We have a committed team of professionals - family doctors, nurse practitioners, registered nurses, chiropodists, physiotherapists, occupational therapists, dietitians, social workers, therapists, community health workers and administrative staff. As a valuable member of our inter-professional primary health care teams, the Medical Secretary/Receptionist works closely and in collaboration with all primary care providers within CommunitiCare.

Position Statement/Summary

The Medical Secretary/Receptionist is an integral part of the team at CommunitiCare Health. This position works in a fast-paced environment to ensure that clients' needs for access to services and programs are met efficiently and effectively, manages client flow within the facility and provides support to the clinical and non-clinical teams.

for long term casual job.

Key Responsibilities

Efficient provision of reception services as per established protocols and practice, such as:

- Receiving all clients/visitors, assessing their needs and directing them to appropriate services or program,

- Answering and screening of all telephone calls, ensuring that all information is conveyed in a timely and accurate manner to all Four Villages staff.

Ensures accurate and efficient provision of secretarial services to providers of the Centre:

- Types of client related letters, reports and other materials as needed.

- Maintains all provider scheduling templates and updates schedules as required.

- Performs third party billing.

- Coordinates and maintains physicians' on-call schedule.

Ensures efficient provision of client-related clerical services:

- Registering new clients,

- Creating and maintaining client electronic charts,

- Scheduling appointments for clients,

- Scanning and uploading documents into the electronic chart,

- Making photocopies and sending facsimiles as required.

- Prepares referral and consultation letters as directed by providers.

- Manages external referrals with specialists and diagnostic facilities, as directed by providers.

- Notifies patients of their appointments and provides patients with required test/procedure information.

- Books all the shared care psychiatry appointments, notifies patients, makes reminder calls and prepares charts for patients and billing information for psychiatrists.

- Assists with archiving and/or destroying of inactive medical charts as per established protocol.

- Manages all medical secretary to do tasks.

- Handles all transfers of records, and requests for release of personal health information from third parties and individual clients.

- Maintains accurate documentation in the EMR.

Performs administrative support duties:

- Acts as a resource on secretarial service and office protocols, policies and procedures for reception staff as needed in areas such as medical terminology, and the booking of consultations.

- Ensures that standard secretarial information tools are complete and current including, but not limited to the referral directory in EMR.

Performs team functions:

- Closing Four Villages by ensuring all security systems are functional,

- Ensuring answering service is operational,

- Receiving and distributing deliveries and mail,

- Maintaining the waiting room area.

- Verifies non-insured invoices.

- Participates in meetings as required.

- Identifies and participates actively in quality improvement initiatives to improve client services and work processes.

- Supports orientation of new staff as needed.

Promotes awareness of and participation in Centre activities.

Works during both regular and extended hours of operation in locations identified by the Centre.

Respects and values the diversity of communities and individuals.

Provides back-up to Receptionist-Secretary as required.

Other duties as required.

Qualifications

Diploma or certificate in medical secretarial services from a recognized institution of higher learning, although equivalent knowledge and experience may be considered.

Minimum two years of experience as a medical secretary or administrative assistant in a clinical or social service setting.

Medical terminology certificate is essential.

Thorough knowledge of and proficiency in primary care office procedures.

Superior interpersonal skills.

Excellent communication, decision-making, problem-solving, conflict and time management skills.

Demonstrated commitment to and knowledge of community health care; experience working with populations who are marginalized and may have difficulty accessing primary health care.

Excellent organizational skills and ability to set priorities in a fast-paced environment with good attention to detail.

Experience with multi-line telephone system and a very busy front desk environment.

Superior judgment, tact and diplomacy.

Ability to work effectively and independently in an inter-professional team environment; strong team collaboration.

Knowledge of and proficiency with computer technology including clinical information systems and software.

Proficiency in word processing.

Proficiency in the use of computers, various software applications, including computerized clinical information system software.

Ability to speak a second language, relevant to catchment area populations, is an asset.

Additional Requirements & Information

This job posting is intended to reflect the general duties of the position and suggest the general level of skill and complexity. There may be additional duties related to specific RCS sites and programs that will be outlined by the successful candidate's supervisor.

Given the unique nature of our work environment and the complex individuals we serve, all CCH employees are expected to comply with all CCH policies and procedures, and the Occupational Health and Safety Act, R.S.O. 1990, c. O.1.

Job offers are conditional upon:

1. Proof of identity;

2. Proof of eligibility to legally work in Canada;

3. Submission of a satisfactory Vulnerable Sector Screening, at the successful candidate's expense, which indicates that you are suitable for employment with CCH and meet CCH'S safety requirements; and

4. Positive reference checks satisfactory to CCH.

Note to External Applicants

We thank all the applicants for their interest and advise that only those selected for an interview will be contacted.

As part of our hiring practices, we encourage and particularly welcome resumes from traditionally marginalized communities. This includes but is not limited to consumers/survivors, people of colour, indigenous peoples, persons with disabilities, and members of the 2SLGBTQI+ community.

If you have any requirements for accommodation due to disability, please advise Human Resources during the recruitment and selection process. We will work with you to best meet your needs as per the resources available to us.

CommunitiCare Health is a scent-free environment.

Job Type: Casual

Pay: $19.74-$25.86 per hour

Work Location: In person