The Medical Secretary is an integral part of the busy, dynamic, and growing department of Medicine at Mount Sinai Hospital. In this role, the medical secretary will be expected to exercise sound judgment and independence while managing the day-to-day related administrative activities. The successful candidate will demonstrate a strong commitment to quality customer service, applying excellent problem solving and communication skills to ensure the success of the department.

In this role you will:

Ensure effective and effective maintenance of office and hospital record system, both electronic and paper formats; create patient record within the Electronic Patient Record; generate charts for referrals, retrieve patient results, and file reports not in the EPR

Perform typing duties including reference letters, travel letters, MRP letters, invoices, updating new formatting of billing forms and other forms as required

Run an outpatient clinic 2.0 days per week (additional as required)

Schedule patient appointments for clinics or procedures, including reminder calls

Prepare charts for daily clinics through the electronic medical record and ensuring all results are filed in the electronic chart

Register patients, obtain patient demographic and contact information, obtain all previous medical records, and arrange investigations, endoscopy/procedures bookings and follow-ups

Validate OHIP health cards

Book endoscopy procedures for patients one day per week (additional as required) and instruct patients how to prepare for procedures

Collaborate with Research Coordinators to expedite recruitment process by facilitating the booking of research time slots for endoscopic and outpatient appointments

Prepare and distribute outgoing documents or packages electronically and through mail/courier. Arrange for delivery and/or distribution of packages

Assist with OHIP,



non-OHIP and third party billing accurately and efficiently on a daily basis and follow-up on outstanding claims and resubmissions; process paperwork for non-insured patients/procedures and associated payments; validate health cards

Assist with preparation of medical and medicolegal reports and invoicing for the reports

Review messages and transfers messages to physicians with patient chart for follow-up

Prepare charts for new patient referrals

Retrieve release of information documents from patient charts in order to forward information to other physicians

Respond to referrals in a timely fashion; ensuring the correct and timely implementation of referrals to other providers/tests for patients

Maintain physicians’ calendars and schedules and processing clinical documentation through the electronic medical record, in addition to establishing forms, tables, spread sheets, etc. to capture monthly statistics and to maintain clinic processes/flow

Function in a public relations role with patients; provides timely, friendly and informative service to patients and families

Work collaboratively with other administrative support staff

Play an active and supportive role in regards to physician’s academic role and provide academic support services such as entering and managing the doctor’s CME credits to MOCOMP to track teaching and research activities, including which conference awarded CME credits and to which academic category they need to be submitted Update and maintain all versions of CV as required for administrative information, annual activity reports and grant submissions.

Communicate with Administrative Coordinator in the Department of Medicine and Finance with regards to financial accounts, money transfers and grant deposits Prepare cheque requisitions or fund transfer requests for payment of clinical and research related expenses and reimbursement of such expenses





Attend and participate in clinical and administrative team meetings and participate in patient/office improvement projects, as required

Organize educational events as needed

Participate in other miscellaneous administrative and other duties as assigned Job Requirements

Mandatory

Successful completion of a college diploma preferably in the field of Office Administration or Business Administration from an accredited educational institution

Minimum two (2) years of related experience

Applicants with proven equivalent recent and related training and experience may be considered

Preferred

Experience working in a clinic/health environment

Proficiency with medical terminology and knowledge of computerized OHIP billing softwares

Skills and Knowledge

Proficiency with Electronic Medical Record (EMR), Accuro, or willingness to complete EMR training in Accuro and willingness to complete training in new EMR as they become available

Proficient in Microsoft Word, Excel, Power Point, Outlook

Strong work ethic; positive, client focused attitude; superior professionalism; dependability and reliability; demonstrated commitment to providing outstanding customer service

Superior written/oral and communication skills; excellent interpersonal and relationship building skills; ability to effectively convey factual information and detailed explanations

Demonstrated time management, organizational and self-planning skills displaying flexibility by adjusting work schedules according to changing priorities, meeting demanding deadlines and producing high quality work

Demonstrated satisfactory work performance and attendance record

This is a Temporary contract for up to Twelve (12) months.

Job Type: Temporary Full Time

Hours (subject to change): Monday to Friday 37.5 hours per week; due to the time-sensitive nature of the position candidates must be flexible to work additional/varied hours as required

Vacancy Type: New/Replacement Vacancy

Vacancies: 1

Employee Group: Non-Union

📌 Medical Secretary (Toronto)
🏢 Sinai Health
📍 Toronto