JD # 

JD00009 

Pay Grade: 

5 

Title: 

Medical Secretary (II) 

Unit/Project Description: 

. 

The Department of Surgery is seeking a Medical Secretary II to support a General Surgeon at St. Joseph’s Healthcare – Charlton Campus. 

The Division of General Surgery provides full general and sub-specialty care to patients throughout Hamilton. The Division offers full service in all of the sub-specialties of General Surgery (except transplantation) at three acute care sites (Hamilton General site, Juravinski site and St Joseph’s Healthcare).The Division prides itself on its commitment to teaching at the undergraduate, postgraduate, and faculty levels. The Division has a long tradition of research excellence, and strongly recognizes its importance in optimizing healthcare. 

About the Department of Surgery 

Over its 50+ year history, the McMaster Department of Surgery has maintained a steadfast commitment towards thinking big and making it possible. We are a Department with 11 surgical divisions and Royal College residency training programs; together, we are poised to unleash a future fueled by a creative mindset and powered by our people. 

The successful candidate will be bring a positive, solutions-focused mindset, as we collectively work towards achieving the Department Vision.   

This Vision is based on 6 core tenets: 

C.R.E.A.T.E. 

Culture that includes 

Research that impacts 

Education that inspires 

Advancement for all 

Transformation through innovation & entrepreneurship 

Excellence in patient care 

About McMaster University 

At McMaster University, our people are our most valuable asset. We strive to attract, develop, and retain the talented faculty and staff, and to foster inclusive excellence which values the strengths, perspectives, and contributions of each individual.  McMaster is recognized as one of the top employers in the Hamilton/Niagara region and has been recognized as one of Canada’s Top Diversity employers. 

Working at McMaster University brings a robust total rewards package, which is more than just a salary. The elements and structure of the total rewards packages vary by employee group but include: 

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  Employer Paid benefits including Extended Health, Dental, Emergency Out-of-Country Travel Coverage & Basic Life Insurance; 

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  Pension Plan Options & Post-Retirement Benefits; 

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  Training, coaching and professional development opportunities; 

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  Employee tuition assistance for development and education 

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  Opportunity to be a part of an academic environment working alongside professionals who share a passion for learning; 

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  Progressive paid annual vacation plan 

Please see Total Rewards Overview for Unifor, Local 5555, Unit 1 for more Information. 

https://hr.mcmaster.ca/resources/unifor-unit-1-total-rewards-overview/ 

Job Summary: 

The Medical Secretary (II) is 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: 

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  Prepare, coordinate, and monitor physician on-call schedules, procedure schedules, clinics, and medical staff rounds. 

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  Write a variety of documents including correspondence, reports and meeting minutes. 

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  Schedule patient medical appointments and procedures. 

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  Coordinate calendars, arrange meetings, book rooms and make travel arrangements. 

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  Resolve scheduling and calendar issues, complaints, and conflicts. 

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  Use a dictaphone to transcribe a variety of documents and reports including minutes, patient files, medical reports, and manuscripts. 

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  Monitor budgets and reconcile accounts. Complete financial forms including travel expense reports, electronic cheque requisitions, purchase orders and journal entries. 

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  Process and reconcile clinical and third party service billings. 

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  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. 

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  Interact with patients and their family members who may be experiencing emotional or difficult situations. 

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  Ensure patients understand all instructions given to them for tests and medical procedures. 

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  Gather and compile information required for a variety of grant submissions and reports. 

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  Facilitate the collection of signatures required on grant applications and agreements. 

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  Conduct database, literature and web searches to locate and retrieve documents and articles. 

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  Prepare and book exam rooms ensure all materials are stocked, stored, and organized accordingly. 

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  Set up and maintain filing systems, both electronic and hard copy. 

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  Update and maintain information in a variety of databases. 

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  Update and maintain confidential files and records. Handle sensitive material in accordance with established policies and procedures. 

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  File, retrieve, and purge files. 

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  Monitor and order office supplies. 

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  Attend meetings and take minutes. 

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  Assemble, collate, and disseminate mailings. 

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  Open and distribute incoming mail and faxes, and arrange courier shipments. 

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  Remain current with relevant medical terminology. 

Requirements: 

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  2 year Community College diploma in Medical Office Administration or related field. 

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  Requires 3 years of relevant experience. 

Assets: 

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  Experience with hospital EMR systems such as Dovetale, EPIC and/or Oscar, as well as Phelix messaging system is desirable 

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  Previous administrative experience with a surgical specialty would be an asset 

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  Experience within the hospital setting and knowledge of St. Joseph Healthcare Hamilton and Hamilton Health Science systems. 

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  Strong attention to detail, excellent written and verbal communication skills, and a proven ability to manage tasks independently and reliably.