Departmental Medical Secretary

Job Responsibility: Departmental Medical Secretary Children and Women's Health Centre Vancouver, BC In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. The Department Medical Secretary provides support to the technologists and Medical Director by performing clerical duties such as patient scheduling, transcription, typing and reception functions. What you'll do

• Schedules patient appointments for 25 diagnostic tests or combinations thereof. Gives family appropriate preparation instructions for each procedure. Confirms outpatient appointments.
• Prepares daily patient schedule summarizing appointment times, patient names and procedures.
• Performs reception duties by answering and responding to telephone enquiries, taking messages and redirecting calls when necessary. Receives and directs patients and caregivers.
• Sorts and distributes incoming mail. Processes outgoing mail. Utilizes facsimile machine and e-mail for document transmission.
• Prepares patient files for technologists by obtaining requisitions, locating previous reports and attaching the appropriate forms, ensuring that clerical portions of forms are completed.
• Transcribes reports for all Diagnostic Neurophysiology procedures utilizing customized clinical management system and other applicable software.
• Distributes test results to referring physicians. Maintains departmental patient reports and consultation files.
• Prepares and submits billing information for all outpatient testing to Finance Department.
• Takes minutes at weekly Department meetings. Posts minutes for staff review and files appropriately.
• Types a variety of material including consultation reports, letters, memoranda, abstracts, research papers and articles for publication from dictation or rough draft utilizing available software.
• Maintains department files and records such as correspondence, journal reprints and teaching materials. Sends and retrieves items to/from offsite storage.
• Creates department forms such as information pamphlets, test worksheets, requisitions, tables and charts utilizing appropriate software. Acts as a resource person for technologists and assists with utilizing computer applications for posters and presentations.
• Carries out projects to update/improve departmental workflow and/or technical/computer skills under the supervision of an administrative secretary.
• Performs other related duties as required.

What you bring Qualifications

• Grade 12, graduation from an approved program in medical transcription and one year's recent, related experience or an equivalent combination of education, training and experience.

Skills and Knowledge

• Ability to keyboard at 60 w.p.m.
• Ability to communicate effectively both verbally and in writing.
• Ability to deal with others effectively.
• Physical ability to carry out the duties of the position.
• Ability to operate related equipment.
• Ability to organize work.
• Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC (2015) and BC's Declaration on the Rights of Indigenous Peoples Act (2019).
• As a strong asset for consideration, we are looking for our successful candidate to have: Knowledge of social, economic, political and historical realities of settler colonialism on Indigenous Peoples and familiarity with addressing Indigenous-specific anti-racism, anti-racism and Indigenous Cultural Safety and foundational documents and legislative commitments (The Declaration Act, the Declaration Action Plan, TRC, IPS, Remembering Keegan, etc.).

What we bring Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That's why we're focused on your care too - offering health, wellness, development programs to support you - at work and at home.

• Join one of BC's largest employers with province-wide programs, services and operations - offering vast opportunities for growth, development, and recognition programs that honour the commitment and contribution of all employees.
• Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San'yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
• Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
• Annual statutory holidays (13) with generous vacation entitlement and accruement.
• PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
• Access to WorkPerks, a premium discount program offering a wide range of local and national discounts on electronics, entertainment, dining, travel, wellness, apparel, and more.

Job Type: Regular Full-Time Wage: $28.01/Hour Location: 4500 Oak Street, Vancouver BC V6H 2N9 Closing date: Applications accepted until position is filled Hours of Work: 06:37-16:30, 4 days/week with a rotating flex day (EDO) between Monday-Saturday. Requisition #: 168874E As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021. What we do The Provincial Health Services Authority (PHSA) plans, manages and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province. Our values reflect our commitment to excellence and include: Respect people - Be compassionate - Dare to innovate - Cultivate partnerships - Serve with purpose. Learn more about PHSA and our programs: jobs.phsa.ca/programs-and-services PHSA is committed to equity in our hiring and employment practices. With learning and compassion, we are addressing existing inequities and barriers throughout our systems. PHSA is seeking to create a diverse workforce and to establish an inclusive and culturally safe environment. We invite applications and enquiries from all people, particularly those belonging to the historically, systemically, and/or persistently marginalized groups identified under the B.C. Human Rights Code. One of PHSA's North Star priorities is to eradicate Indigenous-specific racism, which includes dismantling barriers to health care employment at every level. We welcome Indigenous individuals to apply and/or contact the Sanya'kula Team (Indigenous Recruitment & Employee Experience) for support at View email address on ca.edajobs.com. Indigenous-specific anti-racism initiatives are rooted in addressing the unique forms of discrimination, historical and ongoing injustices, and marginalization faced by Indigenous peoples. These initiatives align with an Indigenous rights-based approach, recognizing the inherent rights and self-determination of Indigenous communities. PHSA must uphold legislative obligations and provincial commitments found in the foundational documents such as including Truth & Reconciliation Commission's Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan: A First Nations Case Study. ATTN: PHSA Employees: To be considered as a PHSA employee (internal applicant) for this position, you must apply online via your internal profile at Please note the internal job posting will no longer be accessible after the expiry date of July 15, 2024. If the internal job posting has expired, please contact the Internal Jobs Help Desk and advise that you would like to be considered as a late internal applicant for this position. Please do not apply for the external job posting. If you have not registered your internal profile, a password is required to log in for the first time. To obtain your password, please contact the Internal Jobs Help Desk at View phone number on ca.edajobs.com or View phone number on ca.edajobs.com. Please note regular business hours are Monday - Friday (excluding stats), 8:30am to 4:30pm. For inquiries outside of regular business hours, please email the Internal Jobs Help Desk at View email address on ca.edajobs.com and a Help Desk Representative will contact you the next business day.