Medical Secretary Jobs

Medical Secretary

Parental Leave Contract (ends March 4, 2024)

Salary: $57,269.00 annually (prorated)

FTE Status and Hours: 1.0 FTE – 37.5 hours per week

Planned Parenthood Toronto (PPT) is a fully accredited community health centre that provides primary health care services to youth 13 to 29 years, as well as health promotion programming, education, training and research to improve the health and well-being of Toronto’s diverse communities.

We are currently seeking a Medical Secretary to work 37.5 hours a week until March 4, 2024.

POSITION OVERVIEW

The Medical Secretary is responsible for administrative duties related to sending and following up on referrals, lab tracking, medical supplies, supporting reception when needed, providing lab results to clients, and assisting with stocking of medications. The Medical Secretary also works with the Manager of Clinic Administration to maintain electronic health records.

SPECIFIC RESPONSIBILITIES

Medical Secretary Duties:

• Ensure medical instruments are stocked in lab room for clinician use
• Ensure lab room cleanliness and disinfection standards are upheld
• Restock and keep inventory medical supplies in exam rooms when delegated by Registered Nurse
• Prepare medication kits/packages for distribution by PPT as needed
• Manage all outgoing faxes in relation to referrals, results, forms, etc. as directed by clinicians
• Manage all incoming electronic faxes in EMR and Clinical Faxes email inbox and upload to client electronic chart
• Perform clinical referrals (excluding non-insured prenatal referrals) under the direction of the clinical staff, ensuring follow-up to all referrals; prepare referral and consultation letters as directed; maintain an up-to-date resource and referral directory
• Perform weekly maintenance on the autoclave ensuring there is a log of all items sterilized
• Ensure that investigation and follow-up on all Health Card issues are completed
• Clean, sterilize and autoclave medical instruments including speculums daily
• Monitor biohazardous waste bin and prepare for bi-weekly disposal pickup
• Process and send Transfer of Information requests
• Prepare IUD insertion kits for clinician use
• Maintain organization of medical supply closet
• Monitor and replace sharps containers located in all exam rooms and washrooms throughout the building
• Perform medical instruments inventory and submit to the Manager of Clinic Administration for ordering
• Scan and upload all documents to electronic chart in ‘To Scan’ slot

Clinical Administrative Responsibilities:

• Provide general secretarial support and administrative assistance for the Primary Health Care Team; perform reception and photocopying functions as approved and directed by the Manager of Clinic Administration
• Support front desk staff and perform reception duties as needed in absence of Clinic Receptionist(s) as delegated by Manager of Clinic Administration
• Maintain a safe environment, ensuring client’s confidentiality and privacy is upheld
• Create and update client information in Electronic Medical Records system (EMR)
• Support the clinic receptionist with in-person and telephone reception and information to clients, the general public and other visitors.
• Participate in chart audits
• Provide clients with contraceptive supplies and medications according to agency policy and in compliance with regulatory dispensing requirements; provide compassionate stock according to PPT guidelines
• Provide information on PPT’s programs and services and community resources

Physical Requirements:

• Ability to wear Personal Protective Equipment (surgical mask) in shared/open spaces and adhere to COVID-19 infection prevention principles
• Ability to be exposed to biological matter, while wearing Personal Protective Equipment (gloves, eye protection, gown, etc.), when cleaning and sterilizing medical instruments on a daily basis
• Frequent stair climbing while carrying buckets weighing approximately 3 to 5 pounds each, lifting of boxes up to 30 pounds, shelving and inventory of supplies, at times, being lifted above your head and daily periods of standing for about an hour
• Available to work some evenings and weekends as required

Other Responsibilities:

• Contribute to a culture of philanthropy at the agency that may include participating in fundraising initiatives and/or acting as ambassadors for the agency
• Identify and communicate issues and potential problems to the team and Manager of Clinic Administration
• As it relates to your position fulfill responsibilities outlined by the agency’s funders
• Demonstrate openness and responsiveness to emerging client and community needs as identified by the agency.
• Act in accordance with PPT’s Vision, Mission, Equity Vision, Values and Principles, and Policies and Procedures
• Work in support of the agency’s commitment to be at the forefront in the utilization of technology to offer innovative programming and services
• Participate in the orientation and training of new staff as requested by Manager of Clinic Administration or delegate
• Participate at staff and team meetings and other activities/meetings related to the agency, as requested
• Other duties related to the role or based on agency need, as required.
• Actively participates in agency’s accreditation process as directed by the Executive Director
• Actively participate in quality improvement activities and support a culture of quality improvement throughout the organization
• Work in alignment with the agency’s strategic plan
• Attend the agency’s Annual General Meeting

Qualifications and FUNCTIONAL COMPETENCIES

• Knowledge of PS Suites EMR an asset
• Demonstrated proficiency and knowledge using Microsoft Office, Adobe Acrobat, email and Internet
• Proficiency and experience working in a computerized environment
• Experience working with youth or in a youth-centered environment an asset
• Commitment to working cooperatively in a community-based setting as part of an inter-disciplinary team.
• High level of confidentiality, discretion and attention to detail regarding sensitive information and in accordance to the Personal Health Information Protection Act (PHIPA)
• Commitment to working from a community development perspective
• Demonstrated commitment to equity goals and principles, to sexual and reproductive rights, to being youth positive, 2SLGBTQ positive and sex positive and to being inclusive of diverse sexual and gender identities.
• Knowledge of sexual health and community resources an asset
• Minimum 2 year community college diploma in a related field with 1 – 2 years’ experience in a similar role -or- 3 to 5 years’ experience in a similar role
• Strong knowledge of administrative and organizational systems
• Knowledge of Slack, Asana and Google Doc/Sheets an asset
• Excellent written and verbal communication skills
• Commitment to pro-choice philosophy

APPLICATION

Please email letter of interest and resume [email protected] with subject line “Medical Secretary 0823”. Applications will be reviewed on a rolling basis as they come in. Deadline by 5:00pm Wednesday, August 30, 2023.

PPT is committed to equity, diversity, and inclusion and to building an organization that reflects the communities we serve. We encourage applications from members of Black, Indigenous, and racialized communities; Two-Spirit, non-binary, trans, lesbian, gay, bisexual and queer people; disabled people; youth; and members of other equity seeking groups.

We thank all applicants for their interest.Only those selected for an interview will be contacted.No phone calls please.

PPT welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates selected for an interview and for all aspects for the selection process. If an applicant or a successful candidate requests an accommodation, we will discuss their needs with them and make adjustments to support them. We regret to inform that PPT is not a wheelchair accessible space.

Please note that as a condition of employment, the successful applicant must complete a Criminal Record Check.