Medical Secretary - Floater

Regent Park Community Health Centre

We are a dynamic community-based health centre promoting social justice and health equity in the Regent Park neighbourhood and Downtown East area of Toronto. We operate out of several locations and provide a wide variety of services including: primary health care, chiropody, physiotherapy, health promotion, social work, community health, immigrant and refugee services, harm reduction and homeless programs, addiction and recovery services, Pathways to Education, infant and child development programs, parenting programs, and youth employment services. We currently have the following opening:

Medical Secretary - Floater

Permanent Full-time Position, 35 hours per week

Hourly Range: $24.72 - $29.79, plus Benefits and HOOPP Pension

Position Summary

The Medical Secretary is part of the Clinical Administrative Team and contributes to the effectiveness of the Health Centre by providing clinical secretarial support and performing administrative duties for clinical providers.

Responsibilities Include:

• Prepare confidential clinical documents, correspondence, and other Health Centre-related materials.
• Process and track internal and external referrals from request through receipt of results.
• Schedule and confirm patient diagnostic appointments, surgeries, and medical consultations; provide reminders and TTC tokens or taxi chits as required.
• Maintain confidentiality in accordance with Centre policies and the Personal Health Information Protection Act (PHIPA).
• Reconcile billing to RPCHC and advocate on behalf of clients to reduce fees from laboratories, hospitals, specialists, and other providers.
• Provide daily administrative support to the clinical team, including room bookings and meeting minutes.
• Greet clients and provide support as needed.
• Schedule client appointments and provide reminders of upcoming appointments.
• Inform staff and providers of client and patient arrivals.
• Prepare, maintain, update, and scan documents for electronic health records (EHR).
• Manage an eight-line telephone system, including answering calls, directing inquiries, processing messages, and managing messages from the answering service.
• Sort and distribute incoming and outgoing mail and parcels.
• Copy, scan, and fax documents.
• Compile client information, create and maintain charts, update personal information, and ensure confidentiality at all times.
• Process incoming documents and ensure the security of charts and records during non-office hours.
• Print daily schedules for the clinical team as a reference in the event of an EHR outage.
• Assign available clinical offices to off-site providers using Health Centre space.
• Request assistance from appropriate professional staff in emergency situations.
• Secure the Health Centre at the end of the day by initiating answering service procedures.

Qualifications and Skills required:

• Medical Secretary Diploma or equivalent, or a minimum of two (2) years of related experience in a community health care setting and knowledge of medical terminology.
• Superior organizational skills and excellent written and verbal communication skills.
• Ability to work effectively under pressure and with diverse populations, including people who use drugs, both as service users and colleagues.
• Knowledge of the Personal Health Information Protection Act (PHIPA) and medical records management.
• Proficiency in Microsoft Office applications, internet, email, and electronic scheduling systems.
• Experience working as a Medical Secretary within a Community Health Centre setting is considered an asset.
• Ability to communicate in a second language is an asset (e.g., Bengali, Somali)
• Knowledge of Electronic Health Records (EHR); experience with PS Suites is an asset.
• Ability to work collaboratively within and across interdisciplinary teams.
• Demonstrated understanding of anti-oppression principles and practices.
• Ability to work effectively with people from diverse cultural, socioeconomic, and age backgrounds.
• Knowledge of the Regent Park area and issues affecting families living within the Regent and Moss Park communities
• Must have full COVID-19 vaccination for the protection of clients and staff

Regent Park CHC is committed to equity in our hiring and employment practices. Applications are encouraged from qualified individuals who are Indigenous people, members of racialized communities, individuals of diverse sexual orientation and gender identification, persons with disabilities and others protected under the Human Rights Code as well as individuals with lived experience in the Regent Park community. This is a bargaining unit position within OPSEU Local 5115.

We thank all applicants for their interest in this position, however, only those selected for an interview will be contacted. RPCHC is committed to developing an inclusive, selection process and work environment. If contacted, please advise the hiring manager if you require any accommodation during the interview process.