Admin Secretary – Bariatric Clinic
Department: Bariatric Surgical Clinic
Position Number: 50064845
Hours of Work: Full-Time Position
Day Shifts: 0800-1600, 0830-1630
Pay Band: BAND I $28.09-$31.12
Union: CUPE
Location: Hotel Dieu Hospital Site
Please note, this posting identifies the current shifts that apply to the position control number. However, this does not guarantee the permanence of the shift time or work assignment for the position. The Hospital reserves its Management Rights under the CUPE Collective Agreement to make changes to shift time and work assignment as it deems necessary.
PRIMARY FUNCTION:
To perform all administrative secretarial duties as required for the Bariatric Centre of Excellence – Surgical Program. The position includes handling of confidential material and major organizational and administrative roles, office duties in connection with patient care, preparation for clinics and surgeries at Kingston Health Sciences Centre and peripheral hospitals.
PRINCIPLE RESPONSIBILITIES:
Surgical Program Administrative Support:
- Provide administrative support and coordinate with the Bariatric surgeons to manage surgery bookings with patients, physicians, secretaries, etc.
- Coordinate OR, clinic scheduling, endoscopy/colonoscopy bookings and manage patient waiting lists
- Book Bariatric operating room time as well as General Surgery operating rooms for bariatric patients in Novari ATC
- Schedule a high volume of new and repeat clinic appointments in PCS
- Send preparation instructions and confirmation to patients
- Where necessary, book radiology appointments and obtain appropriate x-rays, CT scans and MRIs
- Arrange for payment of/ forward of insurance forms, patient letters, etc.
- Respond to a high volume of telephone and email inquiries on a daily basis
- Maintain and regularly update the surgeons’ daily/weekly Outlook calendar in regards to their Bariatric schedule including OR, endoscopy, clinics and meetings.
- Send correspondence to referring and primary care physicians/ nurse practitioner/ physician’s assistants
- Fax referrals, letters, information to other clinical offices as necessary
- Reschedule OR, clinic and endoscopy appointments as necessary due to changes in surgeons’ schedules
- Maintain and coordinate schedule for Physician’s Assistant attached to the bariatric program
- Send informational video and instruction emails to patients prior to consent appointments
- Perform and maintain audits on bariatric patients in Novari.
- Scheduling consent/consult clinics for surgeons/PA and assist with other clinic professionals when needed
- Book pre and post op consults as required
- Arrange all post op appointments/classes in Lumeo and book OTN/Teams appointments/classes/meetings as required
- Track data via spreadsheets for:
- Available surgery dates
- Consents, surgeries booked/completed – keeping track of quotas
- Monthly/yearly statistics for Surgical/Medical Program
- Endoscopy/Colonoscopy referrals
- Prepare reports as requested
- Provide reports on monthly statistics on the Surgical and Medical Programs to KHSC Finance
- Ordering supplies
Optifast:
- Ordering from supplier
- Track inventory and provide a monthly report to KHSC
- Arrange for patient pick up and payment with patients - arrange for payment over the phone and e-transfers
- Weekly submission of receipts to Finance
- Provide patient guidance on product procurement
- Unload shipments
Surgical Data Management:
- Ensure visit dates are entered into Ontario Bariatric Network (OBN) portal
- Enter data entered into iDatafax
- Look up results/data in PCS as necessary to complete forms
- Request/enter surgical data provided by other centres
- Review Quality Control reports from the Ontario Bariatric Network (provincial)
- Answer queries from Ontario Bariatric Network
- Participate in monthly Data Entry Clerk Teleconferences
Other:
- Help train administrative staff as necessary and problem solve issues that may arise
- Identify areas for cross training opportunities for coverage of admin staff
- Liaise with other administrative staff to ensure we are up to date and assist if required
- Liaise with surgeons’ secretaries, Pre-surgical Screening, Operating Room and admin from other Bariatric Centers of Excellence, Regional Assessment Treatment Centers and Ontario Bariatric Network
- Arrange monthly staff meetings, update Chair/Minutes rotation schedule as required - take minutes and distribute as part of the rotation
- Support ECHO educational sessions
- Answer queries from patients, physicians
- Work with and provide coverage for Clinic Coordinator when away
- Assist healthcare providers in the Centre, NP’s, RN, RD’s, SW’s, PA, on a daily basis with correspondence, referrals, bookings,
- Monitor Bariatric general email and respond to/forward emails as necessary
- Uses PCS, Novari ATC, Outlook, OBN portal, iDataFax, Excel, Word, Access, OTN, Microsoft Teams, PowerPoint, Zoom
QUALIFICATIONS:
- Completion of a 2 years medical office administration or business diploma at the community college level or equivalent.
- 3 years secretarial experience in a health care/university setting within the past 5 years.
- Excellent communication and interpersonal skills in order to interact professionally with patients, physicians, allied health professionals, hospital, management and administrative staff
- Extensive knowledge of administrative/organizational skills to ensure efficient running of clinic including OBN study requirements and privacy laws
- Evidence of high degree of initiative and organizational skills and strong written and verbal communication skills
- Ability to independently prioritize work and problem solve
- Ability to schedule virtual meetings on Zoom, Teams and other teleconferencing platforms, including scheduling and sending invites
- Ability to multi-task and work effectively in a fast-paced environment
- Effectively deal with patients and other staff (physicians, nurses, allied staff and clerical staff).
- Effectively schedule surgical procedures using surgical booking software
- Ability to answer a high volume of patient calls
- Ability to train new employees and coach current employees to implement new administrative procedures
- Effectively engage in process improvement including the creation and management of standard operating procedures
- Previous involvement in research projects, knowledge of research processes, data input and experience with privacy laws
- Ability to order and manage medical meal replacement inventory
- Excellent computer skills including Microsoft Office suite, Surgical Booking software, data management software, electronic medical record software (EMR)
- Proven ability to attend work regularly.
- Satisfactory criminal reference check and vulnerable sector search required.
PHYSICAL REQUIREMENTS:
The applicant must be able to meet the physical demands of this position.
KHSC is located on the ancestral lands and waters of the Anishinaabeg and Haudenosaunee and serves a wider geographical area that encompasses many Indigenous communities including Tyendinaga, Katarokwi, as well as communities within the Weeneebayko Area Health Authority. As we partner in care, discovery, and learning to achieve better health outcomes for our communities, KHSC is committed to actively advocating for and acting upon the Truth and Reconciliation Committee’s Calls to Action on Health.
Unless specifically stated, all job postings are for existing positions at KHSC. KHSC is committed to recruitment practices that support and contribute to building a respectful, diverse and inclusive workplace in compliance with legislation such as the Employment Standards Act and Accessibility for Ontarians with Disabilities Act. We welcome all applications from women, racialized persons, persons with disabilities, Indigenous Peoples, persons in the 2SLGBTQIA+ community, and members of other equity deserving groups.
Kingston Health Sciences Centre may use artificial intelligence systems to assess and screen applicants. All hiring decisions are made in accordance with KHSC policies and applicable employment legislation.
We thank all applicants, but only those selected for next steps will be contacted. Kingston Health Sciences Centre is committed to inclusive and accessible employment practices. If you require an accommodation to fully participate in the hiring process, please notify the Recruitment Team.
