Clinic Secretary, Ambulatory Programs

Baycrest Hospital has an opportunity for a

CLINIC SECRETARY

Ambulatory Programs

Position Type: Temporary Part-Time (up to 1 year)

Shift Type: Day, no weekends (subject to change)

Bi-Weekly Hours: 35 hours

Hours of Work:7 hrs/shift

Posting Number: 8819

Union: Non-Union

Date Posted: April 9, 2025

Internal Closing Date: April 16, 2025

Job Summary:

Ambulatory Services has a part-time opportunity for an Ambulatory Outreach Secretary role to be working with the Neighbourhood Care Team and Interprofessional Primary Care Team and our Health Hub. This position will work creatively in a variety of community environments and programs, such as: outpatient, outreach teams, community housing, primary care clinics, etc.

Responsibilities include but are not limited to:

• Act as a point of contact for clients and healthcare staff.
• Represents programs by welcoming patients and families/caregivers/guests, directing incoming phone calls, and retrieving / forwarding messages to the appropriate team members.
• Manages patient information, schedules and records.
• Understands and articulates the core functioning of each team to new clients, providing high level information about program features.
• Ensures the teams’ productivity by booking and confirming appointments, maintaining the team’s schedule.
• Engages with specialists and various community physicians and hospitals in a responsive manner to address concerns, inquiries liaising and/or to obtain additional information.
• Synthesizes information presented at meetings into meeting notes/minutes that are shared with the team.
• Produces information by preparing and updating medical records, updating databases.
• Ensures efficient operations of the program by maintaining office supplies, program/clinical supplies, and equipment including troubleshooting breakdowns and calling for repairs.
• Supports the delivery and set up of team spaces in the community and distribution of materials and calendars to the various locations.
• Serves and protects the program’s clients by adhering to relevant professional standards, hospital policies and procedures, and legislation such as the Freedom of Information and Protection of Privacy Act.
• Enhances the team’s reputation and quality improvement by taking responsibility for requests as they arise, as well as, exploring novel opportunities that add value to team accomplishments and create efficiencies.

Qualifications include but are not limited to:

What is Required:

• Completion of a recognized post-secondary Office Administration – Medical program, or comparable.
• Demonstrated knowledge and experience using medical terminology, and processes (e.g. referrals, bookings, registration, client facing experience, etc.).
• Demonstrated ability to work well in a workflow-based environment serving various departments in Ambulatory Care.
• Demonstrated ability to work independently and within a team.
• Demonstrated ability to respond to and effectively manage multiple requests and competing priorities.
• Excellent interpersonal, communication and customer service skills and in working with geriatric clientele from diverse cultural backgrounds.
• Demonstrated critical thinking skills, problem solving experience and the ability to take initiative in implementing creative solutions.

What is Preferred:

• At least two (2) years related experience in healthcare.
• Experience working with outreach and ambulatory teams within an academic teaching centre.
• Ability to communicate in a second language is an asset (e.g. Russian, Spanish or Korean).
• Knowledge of Meditech.
• Excellent keyboarding and computer skills, including proficiency with software programs such as MS Word, Excel, Adobe, and scheduling programs.
• Community outreach experience is an asset.

Additional Benefits:

• Opportunity to enroll in the Healthcare of Ontario Pension Plan (HOOPP).
• Access to 24/7 Employee Assistance Program.

INTERNAL APPLICANTS: Please submit your application online through the Baycrest intranet. Failure to include your resume may affect your candidacy for this position. All communication related to this job posting will be sent to the email address used to submit your application.

EXTERNAL APPLICANTS: Please submit your application online by clicking the Apply button below.

Remarkable people of Baycrest Health Sciences
are changing the future of brain health and aging.

Thank you for your interest in joining Baycrest. Only those selected for an interview will be contacted.

Baycrest is committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (‘AODA’). If you require accommodation for disability during any stage of the recruitment process, please notify Human Resources at recruitment@baycrest.org or 416-785-2500, ext. 2961.

All successful candidates will be required to complete a police reference check/vulnerable sector screen.