This is a

Temporary

Full-Time

Opportunity. This department is open Monday to Friday during the core day hours.

Type

Replacement

Duration

6 months

Summary of Duties, but not limited to:

Facilitate efficient and timely access to specialty services by receiving and processing referrals, telephone calls and scheduling appointments:

Receive telephone calls and self-referrals and conduct assessment, triage calls and self-referrals and schedule appointments as per clinic protocols

Confirm required information and retrieve relevant information from patients or referring source to schedule appointments

Triage to correct clinic/physician using decision algorithms, as applicable

Confirm triage/appointment with physicians and clinical team, as needed

Register and schedule patients in the Electronic Patient Record and assign Medical Record (MRN) number

Schedule patient visits and coordinate required tests/procedures as required

Communicate scheduled visit to appropriate individuals (referring physician, patient, etc.)

Provide patient with all required test/visit information and special preparation instructions where required

Answer clinic-related phone calls and triage to appropriate staff member Contribute to the productive operation of clinics and the Access Centre by ensuring accurate and up-to-date patient scheduling and appointment confirmation:

Distribute patient information package and instructions via the MyHeatlh Record portal

Respond to telephone queries regarding appointment confirmation (date, time, clinic location, etc.)

Cancel and reschedule new clinics’ appointments as per written process and algorithms

Provide callers (patients, families, health care providers)



with logistical clinic and hospital information such as location of clinics/departments

Monitor clinic schedules to ensure all appointment slots are filled

Follow up on “no-shows” and rebook appointment for new patient bookings

Confirm physician schedule of upcoming clinics and edit as required

Monitor and communicate wait times for next available clinic appointments

Send referrals to the clinic to create patient charts Engage in clerical activities to support efficient clinic and Access Centre operations and develop a professional environment:

Participate in process and quality improvement projects to support efficient clinic operations

Respond to patient and provider inquiries and ensure messages are forwarded appropriately

Attend and participate in clinical and administrative team meetings and quality, safety and utilization improvement projects, as required

Maintain clinical data and statistics, as required

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.

The responsibilities described above are representative and are not to be construed as all-inclusive.

Qualifications

Medical Office Administration diploma is required

Two (2) years’ experience working in an ambulatory clinic, preferably in a hospital setting

Knowledge of Medical Terminology is required,



completion of a Medical Terminology course is preferred

Experience with electronic systems, such as an Electronic Patient Record and registration required

Strong MS Office application skills including Word, Excel, and Outlook

Ability to work well under pressure and use good judgment in assessing difficult situations

Ability to produce high quality work in accordance with Hospital standards

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

Excellent verbal, written and telephone communication skills with a firm grasp of the English language

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

Excellent customer service and problem solving skills

Knowledge of Nortel Meridian or Avaya telephones is an asset

Keyboarding at 40 w.p.m. with maximum 5% error rate

Ability to work at a fast pace in a dynamic environment

Ability to remain calm and polite when faced with stressful situations and potentially challenging callers

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

Demonstrates sensitivity to the needs of our diverse patient population (e.g., race, age, religion, sex, sexual orientation, disability, etc.)

Must demonstrate punctuality and an excellent attendance record.

📌 Medical Secretary - RKS Dermatology Centre (Winnipeg)
🏢 Women's College Hospital
📍 Winnipeg