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Women's College Hospital

Clinic Secretary

Posted on Dec. 4, 2024

Toronto, Canada
0 - 0 USD (yearly)

Full Time

Women's College Hospital (WCH) is an academic, ambulatory care hospital in Ontario with a focus on health for women, health equity and health system solutions. If you're ready to be part of a team that is revolutionizing the future of healthcare, then you will want to join an institution where the possibilities for innovation, new discovery and system thinking are limitless. Women's College Hospital is committed to equity, quality and patient safety as key professional values and essential components of daily practice.

Healthcare Revolutionized 2030 is our roadmap to the future. Our strategy is built on the pledge that the founders of our hospital made 140 years ago and reaffirms our commitment to providing equitable, accessible, best-in-class healthcare for everyone – meeting people where they are on their healthcare journey and partnering with them to reach their goals of living their healthiest lives possible. The stage has been set for Women’s to accelerate our priorities and capture the momentum to catapult our system forward to revolutionize healthcare for everyone.

Applicants must reside and be legally eligible to work in Ontario.

Job Description

This is a Regular Full Time Role

Type: Replacement

Summary of Duties, but not limited to:

Facilitate efficient and timely access to specialty services by receiving and processing referrals and scheduling appointments:

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 cancellations

Contribute to the efficient operations of clinics by booking complex tests and follow-up appointments and ensuring that the health record for each scheduled patient is up to date:

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

Enhance the patient experience by checking patients in for their scheduled appointment and completing the check-out process following the appointment:

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

Engage in administrative activities to support efficient clinic operations and develop a professional environment:

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

Clinic/Program specific responsibilities:

Compliance with Fragrance Free Policy is mandatory for this position
Box/log medical records for off-site storage
Process transactions for non-insured services including self-pay and third party billings using POS system
Maintain supply of OTC products to support clinical services
Support team meetings through generation & distribution of minutes

As a role model and champion you will work to identify and integrate safe, best practices into daily activities to foster the delivery of safe and exemplary care.

The responsibilities described above are representative and are not to be construed as all-inclusive.

Qualifications

Medical Office Administration diploma 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 attendance and punctuality
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
Professional behavior and communication that meets the standards of the professional regulatory college or association, as applicable, and the standards of Women’s College Hospita
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

Why Choose Us?

Be part of a dedicated team committed to excellence.
Shape the future of healthcare in a supportive environment.
Enjoy competitive benefits and an excellent defined benefit pension plan (HOOPP).

Women's College Hospital is a fully affiliated teaching hospital of the University of Toronto and is committed to fairness and equity in employment and our recruitment and selection practices. We encourage applications from Indigenous peoples, people with disabilities, members of sexual minority groups, members of racialized groups, women and any others who may contribute to the further diversification of our Hospital community. Accommodation will be provided in all parts of the hiring process as required under our Access for People with Disabilities policy. Applicants need to make their requirements known in advance.

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