Women's College Hospital (WCH) is an academic, ambulatory care hospital in Ontario with a focus on health for women, health equity and health system solutions. If you're ready to be part of a team that is revolutionizing the future of healthcare, then you will want to join an institution where the possibilities for innovation, new discovery and system thinking are limitless. Women's College Hospital is committed to equity, quality and patient safety as key professional values and essential components of daily practice.
Healthcare Revolutionized 2030 is our roadmap to the future. Our strategy is built on the pledge that the founders of our hospital made 140 years ago and reaffirms our commitment to providing equitable, accessible, best-in-class healthcare for everyone – meeting people where they are on their healthcare journey and partnering with them to reach their goals of living their healthiest lives possible. The stage has been set for Women’s to accelerate our priorities and capture the momentum to catapult our system forward to revolutionize healthcare for everyone.
Applicants must reside and be legally eligible to work in Ontario.
This is a Regular Full-Time Opportunity
Type: Replacement
An exciting Regular Full-Time opportunity as a Medical Secretary exists in the Bay Centre for Birth Control reporting to the Clinical Manager.
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 efficient 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 MyHeatlhRecord 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
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
Why Choose Us?
Be part of a dedicated team committed to excellence.
Shape the future of healthcare in a supportive environment.
Enjoy competitive benefits and an excellent defined benefit pension plan (HOOPP).
Women's College Hospital is a fully affiliated teaching hospital of the University of Toronto and is committed to fairness and equity in employment and our recruitment and selection practices. We encourage applications from Indigenous peoples, people with disabilities, members of sexual minority groups, members of racialized groups, women and any others who may contribute to the further diversification of our Hospital community. Accommodation will be provided in all parts of the hiring process as required under our Access for People with Disabilities policy. Applicants need to make their requirements known in advance.
