Clinic Secretary

Description:

• Utilizing a computerized scheduling system schedules and books patient appointments and follow-up appointments which includes booking interdisciplinary appointments, adjusting arrangements in accordance with patient and departmental requirements and notifying both patient and clinician, ensuring that appropriate date, time, and location are provided to patient, and placing appointment reminder calls to patients/families.
• Contact patient’s family to confirm appointments and explains multi-disciplinary appointment system. Notify the appropriate department regarding any additions, deletions and/or changes to appointments.
• Using computerized patient registration system, pre-registers patients for upcoming clinic appointments ensuring that all patient demographic information is accurate. At time of clinic, re-confirms demographic information and updates computer system as necessary, explain the multi-disciplinary appointment system to families, obtains written, signed consent forms from parents, authorizing release of information and photographs child and parent for NFU file.
• Prepare for Monthly Intake Meetings by gathering patient charts and photocopying appropriate forms for distribution to Clinic team members.
• Perform reception duties such as receiving patients, parents and visitors and directing them to the appropriate area. Answer, screen and re-direct telephone calls and documents appropriately. Receive sort and distribute correspondence, handle inquiries regarding the clinic, and re-direct inquiries as necessary. Print out or type appointment lists for each clinic day.
• Assemble chart using information from patient records from both internal and external sources. Prepare charts for clinic days by pulling charts and including appropriate NFU forms, billing forms and study forms, as needed.
• Maintain Neonatal Follow-up database by inputting patient data on the computer database system in order to establish, maintain and store such for statistical purposes.
• Maintain and update filing system for items such as charts. Photocopy, mail and distribute multi-disciplinary reports.
• Maintain inventory of office supplies for the department, replenishing as necessary.
• Perform other related duties as required.

What you bring

• Grade 12 and two year’s recent, related experience or an equivalent combination of education, training and experience
• Ability to keyboard at 45 w.p.m.
• Knowledge of medical terminology.
• Ability to communicate effectively both verbally and in writing.
• Ability to deal with others effectively.
• Physical ability to carry out the duties of the position.
• Ability to organize work.
• Ability to operate related equipment.