The Administrative Assistant formally reports to the Clinical Leader Manager (CLM) while providing day to-day administrative support to a group of physicians in the Department of Obstetrics and Gynecology. The Administrative Assistant coordinates the daily activities of the physicians’ office/clinic and ensures smooth functioning of the physician’s practice, while providing attentive, professional and caring service to patients
DUTIES & RESPONSIBILITIES:
Some combination of the following based on the priorities of the practice:
- Coordinating and scheduling patient appointments for a busy outpatient and surgical Gynecology practice
- Answering, screening, and transferring phone calls and responding to voice mail and email messages in a timely way
- Preparing and distributing surgical documents as appropriate
- Maintaining patient confidentiality
- Creating and maintaining an efficient filing system for active, pending, and processed referrals
- Maintaining an updated database of appointments, diagnoses, and disposition decisions
- Attending meetings: taking and typing of meeting minutes as required
- Accurate handling and preparation of physician billing
- Booking professional travel and hotel arrangements, meeting rooms, and catering as required
- Providing basic office management and organization, maintaining an updated inventory or supplies and equipment
- Updating physician’s CV and Teaching Log
- Updating, maintaining and tracking physician outlook calendar
- Being a positive member of the Department of Gynecology administration team, providing coverage for your colleagues as required
- Other duties as assigned
QUALIFICATIONS:
- Graduate of a recognized Medical Administration program, or equivalent qualification combined with experience
- Successful completion of a Medical Terminology certificate
- Excellent computer skills with advanced knowledge of MS suite applications including Word and Excel
- Excellent interpersonal and communication skills, with an ability to problem solve and prioritize
- A professional and compassionate approach to patient care, recognizing the stress that patients experience when they are interacting with the health care system
- Excellent time management skills with an ability to balance competing priorities and respond to deadlines
- An interest in, and commitment to furthering women’s health
- Experience using EPIC an asset
Note: Internal applicants will need to apply internally, otherwise your application will not be considered.
