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Medical Secretary

Employer
Global Academy Jobs
Location
Canada
Closing date
Sep 30, 2016

Job Details

This position offers a comprehensive benefits package which can be viewed at: www.hrs.ualberta.ca.

Reporting to the Divisional Administrator, this Medical Secretary provides administrative support to assigned physicians in the Division of Rheumatology in their clinical, academic and research work. This position is ideally suited for a dynamic and versatile individual who is energized by a busy schedule.

Duties

  • Responsible for Divisional tasks assigned by the Divisional Administrator
  • Provides cross coverage as needed for absences within the medical secretary staff complement
  • Provides assistance to other staff and physicians according to workload requirements of the Division
  • Builds and maintains EMR clinical schedules for the physician relative to physician’s Call schedule and other commitments
  • Creates and maintains EMR templates for letters, requisitions, etc.
  • Provides day-to-day support to ensure effective and maximized time management of all practice aspects - scheduling and confirming of all new patient and follow-up clinic appointments using EMR system as well as booking all appointments as required via telephone, and sending appropriate preparation and appointment information
  • Communicates with patients directly on behalf of the physician by arranging appointments, investigative tests, answering all patient telephone inquiries and relaying messages
  • Develops and maintains a recall system to ensure tests and further follow-up are booked and reports completed and distributed
  • Transcribes (either manually via transcription module or using EMR), proofreads and formats all clinical letters to signature ready quality and links in the EMR for physician’s review
  • Works with MEPC to accommodate residents in physician’s clinics and transcribes clinical letters for residents attending physician’s scheduled clinics
  • Distributes clinical letters, appointment information and documentation to appropriate individuals via either EMR system, manual fax or mail
  • Responsible for ensuring appropriate lab work and tests have been ordered and patient EMR chart has all information such as correspondence, reports and results required prior to patient appointment
  • Communicates with referring physician offices as to either status of referral (accepted or declined) or booked appointment information via letter and enters information in the referral tracking database system
  • Ensures billing sheets are taken to billing analyst
  • Ensures all aspects of the office are compliant with the HIA (Health Information Act)
  • Provides administrative support to the grant application process, ensures that documents are prepared appropriately, secures signatures and distribution of the grant within deadlines
  • Conducts library, PubMed and Internet searches of materials and information
  • Coordinates with clinical trials area and research assistants to ensure clinical appointments are scheduled to meet both study protocol and standard of care visits in clinical trial patients
  • Assists in preparing the Annual Report by collecting relevant information throughout the year that will be recorded in the Annual Report and enters the on-line annual report
  • Updates CV within deadlines or as required and reformats as required for specific applications
  • Coordinates travel arrangements, books flights, hotels and ground transportation; prepare travel folder with flight information, hotel and meeting information; submit travel expense claims as required
  • Maintains a comprehensive daily, weekly and long range electronic calendar for the physician of administrative, clinical, research, teaching and travel commitments
  • Schedules, coordinates and confirms meetings, book rooms, circulate meeting materials, teaching commitments, enters call rotation schedules and other appointments as required in the physician’s electronic calendaring system
  • Transcribes administrative letters, manuscripts, journal articles and other correspondence such as absence notices, regrets; assists with preparing presentation materials
  • Performs general office duties such as managing phones call, retrieve mail, order office supplies, track expenditures, etc.


Qualifications

  • Minimum High School Diploma preferably supplemented with post secondary medical office training; equivalent combinations of education and experience will be considered
  • 2 to 3 years experience in administrative and medical office procedures, preferably in a specialty practice, including medical terminology and medical transcription with knowledge of grant applications
  • Knowledge of electronic medical records system
  • Excellent communication (verbal and written) skills
  • Demonstrated ability to provide excellent customer service
  • Excellent organizational skills and attention to detail
  • Intermediate skills with all Microsoft Office applications
  • Competent and efficient, ability to multitask, must be able to take initiative with tasks
  • Ability to work independently and in a team environment

Company

Global Academy Jobs works with over 250 universities worldwide to promote academic mobility and international research collaboration. Global problems need international solutions. Our jobs board and emails reach the academics and researchers who can help.

"The globalisation of higher education continues apace, driving in turn the ongoing development of the global knowledge economy, striving for solutions to the world’s problems and educating a next generation of leaders and contributors."

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