HIRinc
  • 05-Dec-2017 to 04-Jan-2018 (EST)
  • Toronto, ON, CAN
  • 1100FHN

Our client, 1100FHN (Family Health Network) has an opportunity for Lead Secretary who has experience in a multi-physician medical clinic. You have excellent relationship skills and strong experience performing the human resource functions.

 

This Lead Secretary role will ensure that the patient interface runs smoothly and is responsive to the inevitable urgent requirements that arise in a medical clinic.

 

1100FHN is a multi-physician family practice situated in North York. We are a full spectrum fast paced family practice servicing over 6500 patients from newborn care to the elderly. We are affiliated with the North York Family Health Team working alongside Nurses, Social Workers, Dieticians and Pharmacists. We are affiliated with the Department of Family and Community Medicine at the University of Toronto teaching medical learners at all stages of training.

Each physician has a special area of interest outside from the clinic, including obstetrics, palliative care, surgical assisting, administrative work, hospital work and sports medicine. 

 

The Lead Secretary shall report to the managing physician with the primary responsibility for: Office administration, physician support and human resource functions.

 

Key Accountabilities

 

Administration  

 

Patients

  • greet/register patients
  • create/update patient charts
  • verify/update patient demographics, health card numbers, email address
  • escort patient to exam room, /prepare room/patient, as requested
  • assist with patient vitals, urine checks, pregnancy tests, blood pressure checks, etc.
  • book consults with specialists/DI tests, etc. on behalf of patients
  • call spatients to inform of specialist appointments and appt. details/preparation instructions
  • coordinate scheduled preventative care (flu, pap, mammograms, immunizations) letters/phone calls to patients, reconcile lists

 

Appointment Schedules

  • book, reschedule, cancel appointments
  • update doctors schedule (ie, vacation, absence, After Hours Clinics, etc.)
  • schedule after hours clinic appointments from 4:00-5:00 when our office is on call
  • co-ordinate schedule for medical residents/clerks, students

 

Office Administration

  • Create and manage staff schedules
  • Ensure that staff are trained and coached on all office procedures and systems
  • Faxes/Mail
    • - process, scan, deliver incoming/outgoing mail
    • - process courier requests
    • - process fax/scan requests
  • Telephones:
    • - answer phones: screen/triage and return phone calls
    • - retrieve and document telephone messages, forward voice messages to appropriate staff,
    • - confirm appointments for Physicals (Periodic health Review) , prenatal appointments , as requested

 

Invoicing/Billing

  • prepare new invoices/record payments/issue receipts annual fees, 3rd party coverage, uninsured services, private patient, med/legal, insurance, chart transfers, etc.
  • prepare and process supplier invoice payments
  • process visa/debit payments
  • follow-up OHIP billing/errors/rejection, etc. as per doctors request
  • validate/inquire re HCN (Health Card Number ) version codes
  • reconcile outstanding 3rd party/patient invoices - notify patients, etc.

 

Supplies

  • order office/medical supplies ensuring appropriate inventory levels
  • receive deliveries and re-stock inventory in supply cupboards

 

Physician Support

  • restock and tidy exam rooms
  • assist doctor with procedures, as required
  • utensil sterilization autoclave (back-up for nurses)
  • record vaccine fridge temperatures (back-up for nurses)
  • liaise with pharmaceutical Reps order drug samples, process expired samples, contact doctor for signatures

 

EMR Administrator

  • lead user with unique permissions (eg. maintain[HB1]  address book, billing codes, reporting, etc.)
  • report/troubleshoot software issues with Accuro helpdesk
  • work with IT rep to manage users
  • provide timely and informative reports, as required for statistical/reporting purposes

 

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