Career Opportunities: GFT Med. Secretary PT - Infect. Diseases (102171)

Requisition ID 102171 - Posted  - Clerical/Administrative

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GFT Medical Secretary - Infectious Diseases

Department: GFT Infectious Diseases

Position Number: 50073780

Hours of Work: Part-Time Position

Day Shifts: 0900-1600, Tuesdays and Fridays

Pay Band: BAND M $29.87-$33.10

Union: CUPE
Location: Kingston General Hospital Site

 

 

 

Please note, this posting identifies the current shifts that apply to the position control number. However, this does not guarantee the permanence of the shift time or work assignment for the position. The Hospital reserves its Management Rights under the CUPE Collective Agreement to make changes to shift time and work assignment as it deems necessary.

 

                                      

PRIMARY FUNCTION:

To perform all secretarial duties as required for geographical full-time member(s) of the Department or Division at Kingston Health Sciences Centre.  The incumbent’s responsibilities will include handling of confidential material and major organizational and administrative roles, office duties in connection with patient care, preparation for clinics at Kingston Health Sciences Centre and peripheral hospitals, the administrative, academic and research requirements for physicians including the review and preparation of research proposals, grants and applications.

                                                    

Within this role the GFT medical secretary is accountable for contributing to the delivery of the Kingston General Hospital strategy.  As an employee, demonstrating an awareness of and responsibility for actively promoting and supporting patient and family centered engagement and care in all we do.

 

 

PRINCIPLE RESPONSIBILITIES:

Patient Care

• Medical secretarial support to the Physician’s clinical practice including answering a high volume of daily inquiries from patients, physicians, secretaries, students, colleagues, and hospital personnel. Organize and process WSIB, reciprocal, third party, and regular shadow billing physician claims. Prepare and forward the physician’s dictated medico legal reports and letters to patients, lawyers and insurance forms.
• Maintain an accurate accounting system including preparation and submission of patient accounts for non-SEAMO billings.  Handle all calls from families of patients and referring physicians in a professional and cordial manner.
• Co-ordinate new patient referral triage system. Ensure all relevant patient information and previous medical records are obtained prior to clinic appointments Arrange clinic appointments, referrals, diagnostic tests, and inform patients by mail and by phone. Maintain on-call patient activity for follow up clinic visits. Coordinate all clinic changes, template changes and special clinics. If applicable, coordinate the O.R. and clinic scheduling and maintain an up-to-date Surgical Wait List. Perform and maintain all audits on both adult and pediatric patients on the Wait List Tool.
• When necessary, book supplemental appointments with other hospital services, i.e. radiology or other therapy services as required.
• Respond to an extensive volume of telephone inquiries on a daily basis.

 

Administrative and Academic

• Secretarial support for the physician’s academic and research endeavours including assisting in organizing work schedules as it relates to the physician’s practice, management, research, and teaching responsibilities. Liaise with medical faculty and residents and other administrative offices in the Faculty of Health Sciences, Queens and hospitals. Make travel and accommodation arrangements for scientific meetings and seminars.  Ensure physician’s CVs are up-to-date and maintain Annual Reporting Tool (ART) to track academic activity.
• Complete a high volume of typing, including preparation and distribution of agendas and minutes for meetings. Prepare and distribute monthly On-Call Schedule and Attending Staff Schedule for Division or Department. Prepare lecture material, PowerPoint presentations and handouts for teaching. Correspond with lawyers and other health care professionals in a timely manner.
• Answer and return a high volume of phone calls and messages. Maintain the physician’s daily/weekly electronic calendar. Organize and maintain a current and up to date filing system for patients, administration, teaching and research activities. Maintain computerized database of clinical references.
• Order supplies, organize daily mail, and ensure that office and teaching equipment is in good repair. Office accounting using Computer Program.  Process payment of office expenses including office salary, office supplies, membership fees and dues, etc. Liaise/assist the accountant with appropriate financial paperwork in maintaining accounting books.
• Dealings with Pharmaceutical and Device Representatives – scheduling appointments rounds and schedules.  Provides secretarial support for other Attending Physicians within the Division.

 

Research

• Provide support for research programs including processing of necessary documents - typing, reviewing and/or editing research grants, proposals and applications; creating scientific graphics and poster presentations; performing literature searches; designing databases and entering and reporting results and statistical analysis. Type and submit patient information to be included in research database. Process payments and reconcile research accounts. Coordinate research conferences for Department or Division.

 

The above statements reflect the general details considered necessary to describe the principal functions of the job as identified, and shall not be considered as a detailed description of all work requirements that may be inherent in the job.

 

 

QUALIFICATIONS:

• 2 years Office Administration Health Services diploma or equivalent education and experience.
• 2 years recent experience in an administrative support position in a clinical or health care setting.
• Excellent communication and interpersonal skills in order to interact professionally with patients, physicians, allied health professionals, hospital, university and government administrative staff.
• Extensive knowledge of administrative/organizational skills to ensure efficient running of physician offices including billing practices and privacy laws.
• Evidence of high degree of initiative and organizational skills and strong written and verbal communication skills.
• Familiarity of research funding and application processes.
• Ability to independently prioritize work and problem solve.
• Knowledge of medical school structure, operations and programs.
• Experience using Accounting software.
• Ability to schedule virtual meetings on Zoom, Teams and other teleconferencing platforms, including scheduling and sending invites.
• Keyboarding 50 wpm will be tested.
• Proficient knowledge of medical terminology will be tested.
• Computer proficiency – Microsoft Word (Normal User), Outlook, Excel (Normal User), PowerPoint (Normal User) will be tested.     
• Proven ability to attend work regularly.
• Satisfactory criminal reference check and vulnerable sector search required.

 

 

PHYSICAL REQUIREMENTS:

The applicant must be able to meet the physical demands of this position.

 

 

 

KHSC is located on the ancestral lands and waters of the Anishinaabeg and Haudenosaunee and serves a wider geographical area that encompasses many Indigenous communities including Tyendinaga, Katarokwi, as well as communities within the Weeneebayko Area Health Authority. As we partner in care, discovery, and learning to achieve better health outcomes for our communities, KHSC is committed to actively advocating for and acting upon the Truth and Reconciliation Committee’s Calls to Action on Health.
 

Unless specifically stated, all job postings are for existing positions at KHSC.   KHSC is committed to recruitment practices that support and contribute to building a respectful, diverse and inclusive workplace in compliance with legislation such as the Employment Standards Act and Accessibility for Ontarians with Disabilities Act. We welcome all applications from women, racialized persons, persons with disabilities, Indigenous Peoples, persons in the 2SLGBTQIA+ community, and members of other equity deserving groups.
 

We thank all applicants, but only those selected for an interview will be contacted. Kingston Health Sciences Centre is committed to inclusive and accessible employment practices. If you require an accommodation to fully participate in the hiring process, please notify the Recruitment Team.