This is a Temporary Full-Time position (up to 6 months), replacement The Surgical Services Secretary provides clerical support to the Surgical Program while providing support to other secretaries in a shared service model. This will include appointment bookings and follow up, collaboration with the clinical team to ensure pre-and-post surgical requirements are met, and clerical functions to support efficient clinic operations. As a role model and champion you will work to identify and integrate safe, best practices into daily activities to foster the delivery of safe and exemplary care.

What You’ll Do:

Facilitate efficient and timely access to surgical specialty surgical services by receiving and processing referrals and scheduling first appointments: Work collaboratively in an inter-professional shared model of care Receive referrals and triage according to established guidelines within the Program

Ensure all required information is received from referring source to facilitate timely scheduling of appointments

Triage to appropriate physician and Nurse Practitioner as per established decision algorithms Consult with physician and clinical team to appropriately triage and schedule patients in the surgical specialty required

Initiate patient chart for surgical specialty areas in the Electronic Patient Record

Schedule patient visits and coordinate required tests Communicate scheduled visit to appropriate individuals (referring physician, patient, etc.) Ensure patient receives written and verbal instruction regarding tests and appointments ensuring patient understands any special preparation instructions and provides additional info regarding the tests when required

Function in an independent capacity to contact patients regarding scheduled appointments and provide any needed clarification regarding clinic appointment or test preparation

Maintain physician schedule for surgical clinic, services, committees and meetings including internal and external engagements

Problem solve, triage and schedule related issues in consultation within the clinical team Contribute to the efficient operations of surgical services including clinics by booking complex tests and follow-up appointments and ensuring that the health record for each scheduled patient is up to date: Generating a chart for the referral and retrieving any patient results not in EPR

File reports not in EPR in Women’s College Hospital records

Liaise with Health Records regarding chart requests

Check patients in and out of clinics

Book complex tests,



procedures and appointments to enhance the patient experience and clinic optimization Exhibit a strong understanding of the complexities of procedures/tests /consult referrals to be booked within the surgical specialties/areas

Self-directed with the ability to work independently and collaboratively with the team in the assigned clinic and surgical area as an integral part of that team and will ensure that team members are informed of the updated schedule, room assignment and any potential changes in the clinic schedule

Effectively communicates with all hospital clients and stakeholders Enhance the patient experience by facilitating patient and health care provider flow: Ensure that patients are appropriately consented for their surgical procedures or appointments

Coordinate and support patient and caregivers health teaching with clinicians as required Coordinate surgical bookings including surgical assist for the surgical suite

Coordinate patient pre-operative preparation and documentation

At completion of the patient visit coordinate all related tests, follow-up appointments and schedules according to the physicians plan of care Engage in clerical activities to support efficient surgical services operations and contribute to a professional and team focus environment: Engage in activities to support efficient clinic operations, including use of various technologies and processes

Independently respond to patient and provider inquiries & ensures messages are referred to the appropriate person

Attend and participate in surgical services administrative and program meetings Initiate, collect and maintain utilization data, outcome metrics and operational statistics for the program

Follow established policies and procedures within the program and organization

Support the surgical team by performing clerical functions, day to day operations functions that will promote excellence in surgical patient care In collaboration with staff, physicians, leaders and stakeholders ensure that the safest care possible is being delivered based on best practice, hospital procedures and policies and instill and promote a culture of safety Coordinate and contribute to the seamless and efficient operation of the physician office: Facilitate and effectively manage the clerical activities and functions of the offices, including patient flow, schedules, resources and supplies





Coordinate referrals by sorting, reviewing, triaging and directing them to the right surgical specialists and areas within the established time parameter (i.e., Cancer Care Ontario Priority times P1/P3)

Exhibit and role-model excellent and qualified customer service skills when directly or indirectly interacting with patients, caregivers, Health Care Providers internal and external to the program organization.

Analytical skills: Effectively and accurately enter data/stats in reports, data repositories, and EMR to ensure compliance and to avoid increase in patient wait time; delay of surgical treatment or poor patient outcome The responsibilities described above are representative and are not to be construed as all-inclusive. What You’ll need: Medical Secretary Diploma is required

3 years current experience working within a surgical office model, preferably in a hospital setting

Experience with an Electric Patient Record, including experience using Nightingale EMR Working knowledge of PICIS OR scheduling system Strong MS Office application skills including Word, Excel, and Outlook and e-fax Knowledge and current experience with Wait Time requirements and data management

Experience using EMR to communicate with the Ministry of Health an asset

Experience working within a surgical practice environment including but not limited to the following: orthopedic, plastics , general surgery and cancer patients

Current knowledge and experience using medical terminology in a surgical setting

Maintains privacy and confidentiality as per the organizational guidelines 3 years of current experience entering and maintaining data into research databases Ability to work well under pressure and use good judgment in assessing difficult situations

Ability to produce high quality accurate work in accordance with Hospital standards

Comprehensive knowledge of health care, organizational/office practices, procedures and standards

Excellent professional verbal and written communication skills

Ability to work effectively in an inter-professional team

Excellent organizational and time management skills well developed interpersonal skills, including the ability to handle multiple duties

Proven attendance record

Professional behavior and communication that meets the standards of the professional regulatory college or association, as applicable, and the standards of Women’s College Hospital. This position plays a critical role in acting as an advocate for safety and will demonstrate principles, practices and processes that will optimize a safe environment for all

📌 Surgical Services Secretary - Surgery Administration (Toronto)
🏢 Women’s College Hospital
📍 Toronto