Admin Assistant Physician Multiple Sclerosis Program

The Barlo MS Centre brings together the best of clinical care and research in one setting. The team provides exceptional, patient-centered care in a collaborative and integrated manner. An inter-disciplinary team of neurologists, nurses, pharmacists, social workers, neuropsychologists, physiotherapists, occupational therapists, speech therapists, neuropsychiatrists, physiatrists, and administrative staff support our Centre. The Multiple Sclerosis (MS) Clinic is part of the Mobility Program at St. Michael's Hospital. In addition to its primary focus on the diagnosis and treatment of patients living with MS, the clinic is home to numerous research studies led by innovative clinician scientist staff.

The primary role of the Admin Assistant - Physician is to provide clinical and administrative support to a physician. The Admin Assistant - Physician coordinates daily activities of the physician's office/clinic and ensures smooth functioning of the physician's practice while providing professional and caring service to patients. Administrative work includes, but is not limited to, academic and research support. The Admin Assistant - Physician works within a more complicated environment in that physician and his/her research staff (i.e. coordinators, managers) have a shared relationship with the Admin Assistant - Physician.

RESPONSIBILITIES

• Scheduling patients referred for consultation visits; scheduling physician appointments, monitoring attendance/no show rate, managing disposition decisions post assessment diagnoses;
• Answering, screening, and transferring phone calls
• Registering patient visits, creating and updating patient charts;
• Tracking required test results, follow ups of diagnoses;
• Preparing and distributing surgical documents as appropriate;
• Liaising and coordinating services with internal and external care team to provide seamless service for patients.
• Providing excellent customer service;
• Maintaining patient confidentiality;
• Effectively prioritizing work and facilitating clarification of priorities with physician/CLM/manager, where required;
• Creating and maintaining an efficient filing system for active, pending, and processed referral, including tracking;
• Referral management according to corporate standards;
• Maintaining an updated database of appointments, diagnoses, and disposition decisions;
• Creation and maintenance of patient files;
• Preparing all IT, telecommunication, and maintenance requests for the office;
• Attending meetings: taking and typing of meeting minutes, general meeting set up and preparation including booking and follow up.
• Typing of publications and grant applications: this responsibility also includes typing and providing assistance with the preparation of research documents, teaching materials for seminars/lectures, grant proposals/publications, presentation materials;
• Assisting in the development and implementation of new projects; organizing and coordinating multiple research projects including: monitoring of budgets, overseeing staffing activities;
• Accurate handling and preparation of OHIP billing procedures;
• Overseeing of accounts receivable and payable functions for physicians;
• Providing basic office management and organization, maintaining an updated inventory or supplies and equipment;
• Booking travel and hotel arrangements, meeting rooms, and catering;
• Assisting with academic/teaching responsibilities and coordinating learner's schedules, communication to appropriate areas ¿ i.e. Clinic/OR, support for University of Toronto academic responsibilities;
• Enter data for statistics as per physician office requirements for office/clinic/research/teaching/resume/quality improvement/financials.
• Performs cross functional and other duties as assigned and/or requested.

QUALIFICATONS

• Graduate of a recognized Office Administration or Medical Secretarial program, or equivalent experience;
• Must have medical terminology certificate;
• Proficient computer skills with advanced knowledge of word processing, spreadsheet applications, graphic and desktop publishing software;
• Excellent interpersonal and communication skills;
• Professional and consistent customer service skills.

Unity Health Toronto is committed to creating an accessible and inclusive organization. We strive to provide a recruitment process that is barrier-free and in compliance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. We understand that you may require an accommodation at any stage of the recruitment process. When you are contacted, please inform the Talent Acquisition Specialist and we will work with you to meet your accommodation needs. We want to emphasize that all accommodation requests are handled with the utmost confidentiality, respecting your privacy and dignity.