Medical Secretary -Gastroenterology

• Receive new referrals and triage according to established guidelines within the Clinic/Program.
• Confirm required information and retrieve relevant information from referring source.
• Triage to correct clinic/physician using decision algorithms, as applicable.
• Confirm triage with physicians and clinical team, as needed.
• Create patient record within the Electronic Patient Record.
• Schedule patient visits and coordinate required tests.
• Communicate scheduled visit to appropriate individuals (referring physician, patient, etc.).
• Monitor clinic schedules to ensure all appointment slots are filled.
• Provide patient with all required test information and special preparation instructions.
• Provide patient with all logistical information (clinic location, etc.).
• Remind patients of appointment time or have a system in place for reminder calls.
• Answer clinic-related phone calls and triage to appropriate staff member.
• Follow up on “no-shows.”
• Confirm physician schedule of upcoming clinics, as required.
• Manage clinician cancelations.

• Prepare daily patient charts for clinic.
• Generate a chart for referrals and retrieve patient results not in the EPR.
• File reports not in the EPR in Women’s College Hospital records.
• Liaise with Health Records regarding chart requests.
• Book complex tests and appointments.
• Exhibit a strong understanding of procedures, tests, and consult referrals to be booked within the assigned specialty.
• Work with the team in the assigned clinic and ensure that team members are informed of updated schedules, room assignments and any potential changes in the clinic schedule.
• Effectively communicate with all hospital clients and stakeholders.
• Manage consultation letters.

• Act as the “face of the hospital.”
• Greet patients and visitors in a friendly, courteous and respectful manner.
• Provide exceptional customer service to patients, family and visitors.
• Print clinic and practitioner schedules prior to clinic, if applicable.
• Verify required demographic information.
• Validate health card.
• Register patient visit in appropriate system for current encounter and track visits in systems as required.
• Distribute and collect patient questionnaire or other forms.
• Visually scan waiting room to monitor the needs of patients.
• Check patients out of clinic as required, including scheduling follow-up appointments and tests.
• Verify patient has all instructions and required information post-clinic visit.

• Participate in process and quality improvement projects to support efficient clinic operations.
• Respond to patient and provider inquiries and ensure messages are forwarded appropriately.
• Manage and sort incoming and outgoing faxes and mail.
• Maintain supply and currency of administrative forms, pamphlets, and supplies to be ordered and restocked when necessary.
• Attend and participate in clinical and administrative team meetings and participate in patient/office improvement projects, as required.
• Maintain clinical data and statistics, as required.
• Follow established policies and procedures.
• Provide support to clinic team, as directed.
• Process paperwork for non-insured patients/procedures and associated payments.

• Medical Office Administration diploma is required.
• 2 years’ experience working in an ambulatory clinic, preferably in a hospital setting.
• Experience with electronic systems, such as an Electronic Patient Record.
• Strong MS Office application skills including Word, Excel, and Outlook.
• Ability to work well under pressure and use good judgment in assessing difficult situation.
• Ability to produce high quality work in accordance with Hospital standards.
• Comprehensive knowledge of health care, organizational/office practices, procedures and standards.
• Excellent verbal and written communication skills.
• Ability to work effectively in an inter-professional team.
• Excellent organizational and time management skills well developed interpersonal skills, including the ability to handle multiple duties.
• Proven ability to attend work on a regular basis.
• Demonstrated record of good performance and acceptable attendance will be considered as part of the selection criteria.
• Professional behavior and communication that meets the standards of the professional regulatory college or association, as applicable, and the standards of Women’s College Hospital.
• This position plays a critical role in acting as an advocate for safety and will demonstrate principles, practices and processes that will optimize a safe environment for all.

Women's College Hospital