Medical Secretary
Department: Regional Integrated Stroke Strategy
Position Number: 50060762
Hours of Work: Temporary Part-Time Position (Approximately 6 months)
Day Shifts: 0800-1600
Pay Band: Band-C $26.62-$29.49
Union: CUPE
Location: Kingston General 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:
Medical Secretary for Regional Secondary Stroke Prevention Clinics. Assists in developing and maintaining processes that contribute to smooth patient flow, and efficient flow of patient information. On behalf of physicians, clinic staff and Regional Prevention Clinical Nurse Specialist, provides continuous interaction with both external and internal personnel, patient and families, supporting the mandate of the clinic for regional stroke prevention. Assists in the development of Regional links, links within KHSC, with other clinics. Maintains databases pertinent to the stroke strategy clinic evaluation.
Within this role the Medical Secretary is accountable for contributing to the delivery of the Kingston Health Sciences Centre strategy. As an employee, one must demonstrate an awareness of and be responsible for actively promoting and supporting patient and family centered engagement and care in all we do.
PRINCIPLE RESPONSIBILITIES:
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Supports the role of the Regional Stroke Prevention Nurse, the Medical Director of the Stroke Network, the attending physicians, and clinic staff in the case management of clients through the Regional Stroke Prevention Clinics. Books new patients for KHSC Regional Secondary Stroke Prevention Clinic(s). Maintains coordination of patient flow through these clinics and ensures that all parties are informed regarding scheduling, testing and procedures including patient, family, family doctor, nurse clinician, prevention psychologist, OPPU, PAT, FAPC, other KGH staff, and referring and attending physicians. Communicates with both internal and external personnel and makes direct contact with above parties re consultations and scheduling of appointments, diagnostic testing, procedures and follow-ups. Maintains efficient patient flow to minimize wait times and manages waiting lists with a clear system for streaming priorities for care provision by clinical need.
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Transcribes dictation, composes and types correspondence regarding prevention clinic activities and patient care. Maintains confidentiality. Maintains efficient filing of records.
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Maintains a database of pertinent information related to the evaluation of the Stroke Network Regional Prevention Clinic. Assists in the preparation of statistical reports regarding stroke prevention activities, utilization and operation.
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Supports regional stroke prevention education for staff, patients, family members, and the general public. Supports health promotion and educational activities in Southeastern Ontario by developing pamphlets, coordinating educational events, assisting in the preparation and dissemination of educational materials. Assists in the preparation of materials for seminars, conferences, and assists in ensuring that abstracts/other materials are submitted by deadlines.
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Manages phone calls and correspondence related to the stroke prevention clinic, and the Regional Prevention Task Group as required. Assists in travel arrangements for Stroke Prevention Clinical Nurse Specialist when needed.
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Assists the Regional Stroke Director as needed in maintaining costing and utilization records for the Regional Stroke Prevention Clinic.
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Arranges meetings related to the organization and coordination of the Regional Prevention Clinics, and maintains records of these meetings. Photocopies and distributes correspondence, reports related to regional stroke prevention processes as required.
The above statements reflect the general details considered necessary to describe the principal functions of the job as identified, and shall not be considered as a detailed description of all work requirements that may be inherent in the job.
QUALIFICATIONS:
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2 years Office Administration Health Services diploma or equivalent education and experience
- 2 years recent experience in an administrative support position in a clinical or health care setting
- Keyboarding of 55 wpm (to be tested)
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Demonstrated ability to use the following software: windows, Microsoft Word level II, Microsoft Excel level II, , Microsoft PowerPoint, Internet explorer or Netscape
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Demonstrated knowledge of medical terminology
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Dictatyping skill
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Demonstrated ability with above average written and oral communication skills, and the ability to communicate effectively with a high level of professionalism in interpersonal relations.
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Discretion and maturity in handling confidential or sensitive information.
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Evidence of strong organizational skills with the ability to prioritize; work under pressure, show flexibility and meet deadlines.
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Must have independent decision-making skills and show a high level of initiative, self-direction, and problem-solving skills.
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Demonstrated ability to maintain a positive and flexible attitude despite varied demands and workloads.
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Proven ability to attend work regularly.
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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.
