Employer: Dr. Gwynedd Pickett, Neurosurgeon

Title: Medical Office Administrative Assistant

Position: Full Time, Permanent (37.5 hours/week)

Hours of Work: Monday – Friday, 8:30AM – 4:30PM, In-person

Job Location: Halifax Infirmary, Halifax, NS

Proposed Start Date: As soon as possible

Salary: Annual salary range of $50,000 - $60,000 – negotiable based on commensurate knowledge and experience

Key Responsibilities:

The Administrative Assistant is responsible for providing administrative support to ensure the efficient operation of Dr. Pickett’s service, including clinical, research, academic and administrative responsibilities, with minimal supervision/direction.

The Administrative Assistant is responsible for maintaining organization in the office, prioritizing tasks, and collaborating with clinical, administrative and research staff to keep the office running smoothly and optimize patient care.

General duties include but are not limited to:

Clinical:

- Booking patient clinic appointments, OR dates, pre-admission clinic visits
- Creating and sending patient letters and/or emails regarding all appointments related to their clinic visit/OR dates
- Communication of these dates to the appropriate team members including clinic staff, OR staff, interventional radiology staff, and Research Coordinators
- Ensuring booking requests for tests (diagnostic imaging, bloodwork, etc.) are sent and tracking completion/follow-up
- Acknowledging receipt of referrals in a timely fashion and communicating with referring offices
- Responsible for answering, screening and returning patient phone calls, answering patient queries and providing professional and courteous communication with all patients and referring physicians

Administrative/Academic:

- Managing Dr. Pickett’s appointment calendar,



scheduling meetings, teaching, presentations
- MSI and non-MSI billings
- Waitlist management, based on triage and prioritization directed by Dr. Pickett
- Office organization
- Ensuring maintenance of updated CV, including publications, presentations and teaching

Research:

- Coordinating with Research Coordinators on various research projects
- Ensuring communication of relevant patient information to the research team members

Other

- Compiling and circulating list of patients for discussion at weekly MDT
- Other duties as required

Qualifications:

- Completion of Business/Office Administration program or equivalent education or work experience is required.
- Minimum 3 years experience in a similar medical office or hospital setting is preferred.
- Hands-on experience using electronic medical records (EMR) systems is required. Specific experience with Accuro is considered a strong asset. Experience with hospital systems including Cerner, Novari, STAR, PHS an asset.
- Experience processing physician billing through MSI is considered a strong asset.
- Exceptional interpersonal skills, with the empathy and patience required to communicate with patients dealing with complex or sensitive neurosurgical matters.
- Proven ability to handle medical information with absolute confidentiality and in compliance with health privacy regulations.
- High level of accuracy in data entry, proof-reading medical correspondence, and managing scheduling.
- Strong working knowledge of Windows and Microsoft Office programs (Word, Excel, Outlook, Teams.)
- Demonstrated ability to utilize technology to streamline workflows, improve data retrieval, and create office efficiencies.

Pay: $50,000.00-$60,000.00 per year

Perks

- Dental care
- Paid time off

Work Location: In person

📌 Medical Office Administrative Assistant (Halifax Regional Municipality)
🏢 Neurosurgery
📍 Halifax Regional Municipality