Part Time Medical Secretary '8' in the Department of Student Health, Counselling, and Wellness Services

Nine (9) Month Term – September to May annually

HOURS OF WORK:                    

Monday, Wednesday and Thursday - 8:30am 4:30pm

(Up to a maximum of 24 hrs per week – work schedule may vary)

PRIMARY RESPONSIBILITY:

The Medical Secretary provides secretarial/medical administrative assistance to the multiple physicians, nurses, and other clinicians of Student Health.  The position is responsible for the processing/coordinating/scanning of medical investigations, specialist appointments, and acts as the point of contact for students that require these arrangements. This position is also responsible to cover, when needed, Reception, Transcribing and Medical Billing positions.

SUMMARY OF DUTIES:

1. Serves as a primary medical administrative assistant for multiple General Physicians, Nurses, Dietician.
2. Arranges a wide variety of medical doctor referral appointments, investigations, tests, or procedures for students as requested by the physicians/nurses/other (e.g., Ultrasound, MRI, CT, Biopsy, Special Gastric Procedures, Prenatal testing, specialist doctor appointments etc.).
3. This includes (but not limited to):
4. Creating and/or completing detailed medical testing/procedure requisitions on physicians’ behalf
5. Reviews and/or creates practitioner referral request letters including making editorial changes (i.e., spelling, formatting) before sending
6. Follows up to ensure that requested arrangements are made and that testing/reporting results are received.
7. Determines which facility or office to contact to arrange specific medical investigations or referral appointments based on multiple factors e.g., availability to accommodate time sensitive requests (urgent vs. routine), student’s health coverage (OHIP vs. Green Shield vs. other, etc.), need to know what facility does what type of investigations/testing.
8. Executes outgoing and incoming communication by fax or phone with hospitals, private medical facilities, and doctors’ offices in organizing appointments on behalf of students.
9. Utilizes scanning software as this position is responsible for accurately scanning ALL incoming paper documents (e.g. images/consult reports/lab results/correspondence/ medical legal reports) relating to students into their electronic medical records. 
10. Responsible for working and/or assisting Receptionist or Medical Transcription position when needed for back-up, as well as in times of absence due to illness or vacation.
11. Responsible for working and/or assisting the Medical Billing position when needed for back-up, as well as in times of absence due to illness or vacation.
12. Drupal UWindsor Website updating as needed.
13. Other duties as they may arise to facilitate effective workflow in the department.

ESSENTIAL QUALIFICATIONS:

The successful candidate will have:

• College Diploma in Medical Office Administration or University degree in a related field and/or experience in various positions in a medical office as it relates to the duties of the position
• Successful completion of a certificate, course, or program in suicide risk assessment or willingness to obtain
• Knowledge of medical terminology
• Medical Transcription experience
• Ability to communicate professionally and effectively (written, oral, electronic, phone), exercise active listening skills, patience, judgment, and discretion when working with students, faculty, staff, medical professionals, parents, and the general public
• Strong ethics of student services, consistently demonstrating a warm, compassionate, and calm presence with students and others despite high volume and multi-tasking work under pressure.
• Experience with current computer software (e.g. PS Suite, MS office, Drupal Website Management)
• Demonstrated knowledge of / or ability to become proficient in specialized student record management and scheduling/ database software (e.g. PS Suite, Titanium)
• Ability to maintain strict confidentiality, integrity, discretion, and diplomacy
• Ability to work independently as well as part of a team environment
• Strong organizational skills, multitasking, problem solving, with great attention to detail
• Excellent human relation skills including the ability to work will with a diverse student, faculty and staff community

THE FOLLOWING TESTS WILL BE ADMINISTERED:

MS Word (Basic); MS Excel (Basic); Typing