Medical Secretary, NP Program - Full-time

Position at VON Canada (Ontario)

Requisition Details:

Employment Status: Regular, Full-time (1.0 FTE)
Program Name: Nurse Practitioner Program
Number of Hours Bi-Weekly: 75
Work Schedule: Days

Union Bargaining Unit: CUPE
On Call: No     

Existing Vacancy: Yes – we’re currently hiring candidates for an existing vacancy in this position

Job Summary:         

The Medical Secretary supports the Nurse Practitioner (NP) and multidisciplinary staff by providing administrative support to facilitate excellent client care and efficient daily operations. The Medical Secretary creates a welcoming environment to patients & families in the clinics.           

Key Responsibilities:         

• Screens incoming telephone calls, recording and transmitting messages, scheduling, receiving, and announcing scheduled patients and visitors and screening unscheduled patients and visitors.
• Arranges referrals to other health care providers. Schedules appointments for consultations, x-rays, lab tests, physical therapy, MRI's, CT scans, etc.
• Supports Nurse Practitioner by maintaining calendars, scheduling patient appointments, physician consultations, professional meetings, conferences and teleconferences.
• Prepares medical reports and summaries, patient histories, operative notes, manuscripts and correspondence
• Organizes, coordinates and controls projects related to accreditation and training.
• Ensures appropriate filing protocols including continuous improvement.
• Maintains patient confidence and protects operations through accuracy and a high level of confidentiality
• Maintains office supplies inventory by checking stock, anticipating needs, placing and expediting orders and verifying receipt.
• Ensures proper operation and maintenance of office equipment troubleshooting breakdowns, performing preventive maintenance and calling for repairs.
• Provides appropriate screening tools to co-morbid conditions under the direction of the NP for patients to complete.
• Administers patient satisfaction surveys and submits results electronically.
• Maintains & reports stats as required by the funder (e.g. MOHLTC, LHIN, etc).
• Completes data entry into the Electronic Medical Record (EMR) system including entering new patient information, updating patient records, screening and sorting faxes, mail and scanning/managing documents in the EMR.
• Documents all necessary conversations in the patient chart on EMR.
• Monitors vaccine fridge and maintains supply including picking up vaccines as per Public Policy (e.g. maintaining cold chain).
• Contacts patients/family & specialists office as directed by the NP.
• Serves and protects the health care community by adhering to professional standards, hospital policies and procedures, federal, provincial, and local requirements, and internal VON policies & procedures.

Common Responsibilities

• Promotes the goals and values of VON and their role as an integrated community care
  provider.
• Promotes a safe and healthy workplace ensuring workplace conduct and activities are in
  accordance with the provincial Occupational Health and Safety Act and Regulations and
  compliant with the VON Safety Management System, including all Policies, Safe Work
  Practices and Procedures.
• Abides by all VON policies and work practices.
• Abides by all confidentiality and protection of personal information policies, regulations and
  practices and ensures appropriate safeguards are in place within their role.
• Works in collaboration with other staff in a team approach to service delivery.

External and Internal Relationships:         

• Interacts frequently with District leadership teams, Nurse Practitioners and other multidisciplinary team members.
• Engages with outside vendors and service providers to acquire and maintain equipment.
• Interacts with the Department of Health, Health Authorities or Continuing Care Agencies.
• Engages with clients and families, specialty physician’s staff and other physicians.

Education, Designations and Experience:         

• Post-secondary education in Medical Office Administration or related studies required.
• Minimum of 2 years’ experience in health care office environment.
• Strong computer skills including Microsoft Office and Electronic Medical Records (EMR) required.
• Understanding the Nurse Practitioner role in Primary Health Care is an asset.

Skill Requirements:         

• Proven to be reliable and punctual.
• Exemplary customer service skills.
• Excellent oral and written communication, interpersonal and organizational skills.
• Strong problem-solving skills.
• Ability to maintain confidentiality and impartiality.
• Capacity to adapt quickly to a fast paced, dynamic work environment.
• High degree of accuracy and attention to detail.
• Ability to work independently and within a team setting (e.g. ability to work effectively with all members of the health care team).
• Ability to prioritize, manage time effectively and be flexible in an active work environment.
• Exercise good judgment.
• Demonstrated ability to welcome change and manage it innovatively.

Other:         

• Access to a personal vehicle for business use and possess both a current driver’s license and proof of vehicle insurance.
• A current and original copy of a satisfactory Criminal Records Check required
• A Vulnerable Sector Search and/or Child Abuse Registry Check may be required
• Willingness to travel occasionally during the day (e.g. picking up vaccines or other supplies).
• The use of Personal Protective Equipment (PPE) may be required

Working conditions and physical demands: This role requires a detail-oriented approach in a dynamic environment, with physical activity including lifting, carrying (using proper techniques), bending, reaching, kneeling, and other movements that emphasize good body mechanics. Individuals in the role are required to walk, sit, stand, and climb stairs throughout the day, with some tasks requiring fine hand movements.

Attention Current Employees (Internal Applicants): If you are applying to a unionized position and you are a member of its bargaining unit, please be aware that this posting may remain open beyond the deadline if there are not enough applicants to fill the position(s). If the posting remains open after the initial deadline, VON may close the posting at its’ discretion or a rolling deadline equivalent to the posting period specified in your Collective Agreement will be deemed, and each successive period will be treated as a separate posting for purposes of comparing seniority between candidates.

VON Canada is committed to meeting the needs of persons with disabilities and to providing accessibility accommodations for candidates who require them. If you are in need of accessibility support, please visit our website at for further details.

VON Canada is committed to embracing and celebrating equity, diversity, and inclusion (EDI) as fundamental to living out our values of Respect, Compassion, and Excellence in all that we do.