This is a Temporary Full-Time Opportunity (up September 2027)!Type: ReplacementAs a vital member of the Medical Imaging Department the Medical Secretary provides clerical and administrative support to the Clinics/Program. This will include reception duties, patient registration, appointment bookings and administrative functions to support efficient clinic operations. Medical Secretaries may be required to perform one or more of the described duties, as assigned.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.Job DescriptionFacilitate efficient and timely access to specialty services by receiving and processing referrals and scheduling appointments:Receive new referrals and triage according to established guidelines within the Clinic/Program:Confirm required information and retrieve relevant information from referring sourceTriage to correct clinic/physician using decision algorithms, as applicableConfirm triage with physicians and clinical team, as neededCreate patient record within the Electronic Patient RecordSchedule patient visits and coordinate required testsCommunicate scheduled visit to appropriate individuals (referring physician, patient, etc.)Monitor clinic schedules to ensure all appointment slots are filledProvide patient with all required test information and special preparation instructionsProvide patient with all logistical information (clinic location, etc.)Remind patients of appointment time or have a system in place for reminder callsAnswer clinic-related phone calls and triage to appropriate staff memberFollow up on "no-shows"Confirm physician schedule of upcoming clinics,



as requiredManage clinician cancellationsContribute to the efficient operations of clinics by booking complex tests and follow-up appointments and ensuring that the health record for each scheduled patient is up to date:Prepare daily patient charts for clinicGenerate a chart for referrals and retrieve patient results not in the EPRFile reports not in the EPR in Women's College Hospital recordsLiaise with Health Records regarding chart requestsTranscribe referralsBook complex tests and appointmentsExhibit a strong understanding of procedures, tests, and consult referrals to be booked within the assigned specialtyWork with the team in the assigned clinic and ensure that team members are informed of updated schedules, room assignments and any potential changes in the clinic scheduleEffectively communicate with all hospital clients and stakeholdersManage consultation lettersEnhance the patient experience by checking patients in for their scheduled appointment and completing the check-out process following the appointment:Act as the "face of the hospital"Greet patients and visitors in a friendly, courteous and respectful mannerProvide exceptional customer service to patients, family and visitorsPrint clinic and practitioner schedules prior to clinic, if applicableVerify required demographic informationValidate health cardRegister patient visit in appropriate system for current encounter and track visits in systems as requiredDistribute and collect patient questionnaire or other formsVisually scan waiting room to monitor the needs of patientsCheck patients out of clinic as required, including scheduling follow-up appointments and testsVerify patient has all instructions and required information post-clinic visitEngage in administrative activities to support efficient clinic operations and develop a professional environment:Participate in process and quality improvement projects to support efficient clinic operationsRespond to patient and provider inquiries and ensure messages are forwarded appropriatelyManage and sort incoming and outgoing faxes and mailMaintain supply and currency of administrative forms, pamphlets, and supplies to be ordered and restocked when necessaryAttend and participate in clinical and administrative team meetings and participate in patient/office improvement projects, as requiredMaintain clinical data and statistics, as requiredFollow established policies and proceduresProvide support to clinic team, as directedProcess paperwork for non-insured patients/procedures and associated paymentsAs 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.QualificationsMedical Office Administration Diploma is required2 years' experience working in an ambulatory clinic, preferably in a hospital settingExperience with electronic systems, such as an Electronic Patient RecordStrong MS Office application skills including Word, Excel, and OutlookAbility to work well under pressure and use good judgment in assessing difficult situationAbility to produce high quality work in accordance with Hospital standardsComprehensive knowledge of health care, organizational/office practices, procedures and standards.Excellent verbal and written communication skillsAbility to work effectively in an inter-professional teamExcellent organizational and time management skills well developed interpersonal skills, including the ability to handle multiple dutiesProven ability to attend work on a regular basisProfessional behaviour and communication that meets the standards of the professional regulatory college or association, as applicable, and the standards of Women's College HospitalThis position plays a critical role in acting as an advocate for safety and will demonstrate principles, practices and processes that will optimize a safe setting for all

📌 Medical Secretary - Medical Imaging Administration (Toronto)
🏢 Women's College Hospital
📍 Toronto