Unit/Project Description:

McMaster Family Practice is a clinical teaching unit located at 100 Main Street West in the David Braley Health Sciences Centre.  It is affiliated with McMaster University and Hamilton Health Sciences.  Over 90 multidisciplinary clinicians provide a full range of direct primary health care to approximately 20,000 patients, as well as to provide training to new family doctors and other health professionals.

McMaster Family Practice (MFP) is seeking an individual with strong customer service skills to join its health care team;  providing front line service to both patients and staff.  The successful candidate will triage patient/clinical third party service billings, process uninsured monies and health records requests, as well as provide clinical and administrative support in a busy family practice, enhancing the overall patient and staff experience.

Job Summary:

Responsible for establishing priorities for office operations and performing a variety of secretarial and administrative duties within a clinical or medical practice setting.

Purpose and Key Functions:

• Prepare, coordinate, and monitor physician on-call schedules, procedure schedules, clinics, and medical staff rounds.
• Write a variety of documents such as correspondence and reports.
• Schedule patient medical appointments and procedures.
• Coordinate calendars, arrange meetings, book rooms and make travel arrangements.
• Resolve scheduling and calendar issues, complaints, and conflicts.
• Use a dictaphone to transcribe a variety of documents and reports including minutes, patient files, medical reports, and manuscripts.
• Write a variety of formal notes and records such as meeting minutes.
• Monitor budgets and reconcile accounts. Complete financial forms including travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
• Process and reconcile clinical and third party service billings.
• Greet visitors, answer or redirect general inquiries in person, by telephone and via email and respond independently to inquiries that are specific in nature and require a thorough knowledge of established policies and procedures.
• Interact with patients and their family members who may be experiencing emotional or difficult situations.
• Ensure patients understand all instructions given to them for tests and medical procedures.
• Gather and compile information required for a variety of grant submissions and reports.
• Facilitate the collection of signatures required on grant applications and agreements.
• Conduct database, literature and web searches to locate and retrieve documents and articles.
• Prepare and book exam rooms ensure all materials are stocked, stored, and organized accordingly.
• Set up and maintain filing systems, both electronic and hard copy.
• Update and maintain information in a variety of databases.
• Update and maintain confidential files and records. Handle sensitive material in accordance with established policies and procedures.
• File, retrieve, and purge files.
• Monitor and order office supplies.
• Attend a variety of meetings.
• Assemble, collate, and disseminate mailings.
• Open and distribute incoming mail and faxes, and arrange courier shipments.
• Remain current with relevant medical terminology.

Requirements:

• 2 year Community College diploma in Medical Office Administration or related field.
• Requires 3 years of relevant experience.

Additional Information:

The clinic uses OSCAR software for its electronic medical records, as well as other software programs for billing and report submissions for patient/clinical third party services.  Experience with health management of health records is preferred.

It is essential that the candidate have information technology support experience in a clinical environment and the ability to problem solve and troubleshoot when necessary.

The successful candidate must have:

• a minimum of three years' experience in a medical clinic, preferably family medicine
• Medical Terminology Certificate 1 and 2 or demonstrated knowledge or equivalent, which may be subject to testing
• evidence of successful experience in a customer service-oriented role within a clinical environment; and
• evidence of successful experience working in an interdisciplinary team environment.
• knowledge of clinical equipment and supplies ordering
• ability to type 50wpm
• ability to generate and produce reports in Excel 

Flexibility in schedule is necessary, as some early morning or evening shifts maybe required.

Preference will be given to candidates who embody our values: Honouring and respecting ourselves and others, practicing creativity and courageous inquiry and action, and engaging one another with generous recognition of our interdependence.

The Medical Secretary II shares responsibility for modelling and supporting policies and practices that are aligned with DFM’s commitment to truth and reconciliation with Indigenous Peoples, to addressing the harms of racism experienced by Black and racialized communities and to creating and sustaining an equitable, diverse and inclusive workplace for all.