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About the Role

The Surgical Services Secretary provides essential clerical support to the Surgical Program, working collaboratively in a shared service model. This role is crucial for ensuring efficient clinic operations, facilitating timely patient access to surgical services, and contributing to a safe and exemplary care environment.

Responsibilities

• Facilitate efficient and timely access to surgical specialty surgical services by receiving and processing referrals and scheduling first appointments.
• Work collaboratively in an inter-professional shared model of care.
• Receive referrals and triage according to established guidelines within the Program.
• Ensure all required information is received from referring source to facilitate timely scheduling of appointments.
• Triage to appropriate physician and Nurse Practitioner as per established decision algorithms.
• Consult with physician and clinical team to appropriately triage and schedule patients in the surgical specialty required.
• Initiate patient chart for surgical specialty areas in the Electronic Patient Record.
• Schedule patient visits and coordinate required tests.
• Communicate scheduled visit to appropriate individuals (referring physician, patient, etc.).
• Ensure patient receives written and verbal instruction regarding tests and appointments ensuring patient understands any special preparation instructions and provides additional info regarding the tests when required.
• Function in an independent capacity to contact patients regarding scheduled appointments and provide any needed clarification regarding clinic appointment or test preparation.
• Maintain physician schedule for surgical clinic, services, committees and meetings including internal and external engagements.
• Problem solve, triage and schedule related issues in consultation within the clinical team.
• Contribute to the efficient operations of surgical services including clinics by booking complex tests and follow-up appointments and ensuring that the health record for each scheduled patient is up to date.
• Generate a chart for the referral and retrieve any patient results not in EPR.
• File reports not in EPR in Women’s College Hospital records.
• Liaise with Health Records regarding chart requests.
• Check patients in and out of clinics.
• Book complex tests, procedures and appointments to enhance the patient experience and clinic optimization.
• Exhibit a strong understanding of the complexities of procedures/tests /consult referrals to be booked within the surgical specialties/areas.
• Work independently and collaboratively with the team in the assigned clinic and surgical area, ensuring team members are informed of updated schedules, room assignments, and potential changes.
• Effectively communicate with all hospital clients and stakeholders.
• Enhance the patient experience by facilitating patient and health care provider flow.
• Ensure that patients are appropriately consented for their surgical procedures or appointments.
• Coordinate and support patient and caregivers health teaching with clinicians as required.
• Coordinate surgical bookings including surgical assist for the surgical suite.
• Coordinate patient pre-operative preparation and documentation.
• At completion of the patient visit coordinate all related tests, follow-up appointments and schedules according to the physicians plan of care.
• Engage in clerical activities to support efficient surgical services operations and contribute to a professional and team focus environment.
• Engage in activities to support efficient clinic operations, including use of various technologies and processes.
• Independently respond to patient and provider inquiries & ensure messages are referred to the appropriate person.
• Attend and participate in surgical services administrative and program meetings.
• Initiate, collect and maintain utilization data, outcome metrics and operational statistics for the program.
• Follow established policies and procedures within the program and organization.
• Support the surgical team by performing clerical functions, day to day operations functions that will promote excellence in surgical patient care.
• In collaboration with staff, physicians, leaders and stakeholders ensure that the safest care possible is being delivered based on best practice, hospital procedures and policies and instill and promote a culture of safety.
• Coordinate and contribute to the seamless and efficient operation of the physician office.
• Facilitate and effectively manage the clerical activities and functions of the offices, including patient flow, schedules, resources and supplies.
• Coordinate referrals by sorting, reviewing, triaging and directing them to the right surgical specialists and areas within the established time parameter (i.e., Cancer Care Ontario Priority times P1/P3).
• Exhibit and role-model excellent and professional customer service skills when directly or indirectly interacting with patients, caregivers, Health Care Providers internal and external to the program organization.
• Effectively and accurately enter data/stats in reports, data repositories, and EMR to ensure compliance and to avoid increase in patient wait time; delay of surgical treatment or poor patient outcome.

Requirements

• Applicants must reside and be legally eligible to work in Ontario.
• Medical Secretary Diploma is required.
• 3 years current experience working within a surgical office model, preferably in a hospital setting.
• Experience with an Electric Patient Record, including experience using Nightingale EMR.
• Working knowledge of PICIS OR scheduling system.
• Strong MS Office application skills including Word, Excel, and Outlook and e-fax.
• Knowledge and current experience with Wait Time requirements and data management.
• Experience using EMR to communicate with the Ministry of Health an asset.
• Experience working within a surgical practice environment including but not limited to the following: orthopedic, plastics, general surgery and cancer patients.
• Current knowledge and experience using medical terminology in a surgical setting.
• Maintains privacy and confidentiality as per the organizational guidelines.
• 3 years of current experience entering and maintaining data into research databases.
• Ability to work well under pressure and use good judgment in assessing difficult situations.
• Ability to produce high quality accurate work in accordance with Hospital standards.
• Comprehensive knowledge of health care, organizational/office practices, procedures and standards.
• Excellent professional verbal and written communication skills.
• Ability to work effectively in an inter-professional team.
• Excellent organizational and time management skills well developed interpersonal skills, including the ability to handle multiple duties.
• Proven attendance record.
• Professional behavior and communication that meets the standards of the professional regulatory college or association, as applicable, and the standards of Women’s College Hospital.
• This position plays a critical role in acting as an advocate for safety and will demonstrate principles, practices and processes that will optimize a safe environment for all.

Skills

• Nightingale EMR
• PICIS OR scheduling system
• MS Office (Word, Excel, Outlook)
• e-fax
• Wait Time requirements and data management
• Medical terminology
• Data entry
• Customer service
• Communication skills
• Organizational skills
• Time management skills
• Interpersonal skills

Location

• Ontario

Work Type

• Temporary Full-Time (up to 6 months)
• Replacement

Experience Level

• 3 years current experience working within a surgical office model
• 3 years of current experience entering and maintaining data into research databases

Education Level

• Medical Secretary Diploma

Benefits

• Competitive benefits
• Excellent defined benefit pension plan (HOOPP)

About the Company

• Women's College Hospital (WCH) is an academic, ambulatory care hospital in Ontario with a focus on health for women, health equity and health system solutions.
• Healthcare Revolutionized 2030 is our roadmap to the future.
• Our strategy is built on the pledge that the founders of our hospital made 140 years ago and reaffirms our commitment to providing equitable, accessible, best-in-class healthcare for everyone – meeting people where they are on their healthcare journey and partnering with them to reach their goals of living their healthiest lives possible.
• Women’s College Hospital is committed to equity, quality and patient safety as key professional values and essential components of daily practice.
• Women's College Hospital may use artificial intelligence (AI) or automated decision-making tools during various points in the recruitment and selection processes.
• Women's College Hospital has no control over third-party job board automated features.
• Women's College Hospital is a fully affiliated teaching hospital of the University of Toronto.

Equal Opportunity

• Women's College Hospital is committed to fairness and equity in employment and our recruitment and selection practices.
• We encourage applications from Indigenous peoples, people with disabilities, members of sexual minority groups, members of racialized groups, women and any others who may contribute to the further diversification of our Hospital community.
• Accommodation will be provided in all parts of the hiring process as required under our Access for People with Disabilities policy.
• Applicants need to make their requirements known in advance.