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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, managing patient appointments, and facilitating pre- and post-surgical requirements.

Responsibilities

Facilitate efficient and timely access to surgical specialty 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.
Ensure all required information is received from the 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.
Initiate patient charts for surgical specialty areas in the Electronic Patient Record.
Schedule patient visits and coordinate required tests.
Communicate scheduled visits to appropriate individuals.
Ensure patients receive written and verbal instructions regarding tests and appointments.
Ensure patients understand any special preparation instructions and provide additional information regarding tests when required.
Independently contact patients regarding scheduled appointments and provide clarification regarding clinic appointments or test preparation.
Maintain physician schedules for surgical clinics, services, committees, and meetings.
Problem-solve and triage scheduling-related issues in consultation with the clinical team.
Contribute to the efficient operations of surgical services by booking complex tests and follow-up appointments.
Ensure health records are up-to-date for each scheduled patient.
Generate charts for referrals and retrieve 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 patient experience and clinic optimization.
Exhibit a strong understanding of the complexities of procedures, tests, and consult referrals within surgical specialties.
Work independently and collaboratively within the assigned clinic and surgical area.
Ensure team members are informed of updated schedules, room assignments, and potential changes.
Effectively communicate with all hospital clients and stakeholders.
Ensure patients are appropriately consented for surgical procedures or appointments.
Coordinate and support patient and caregiver health teaching with clinicians.
Coordinate surgical bookings, including surgical assist for the surgical suite.
Coordinate patient pre-operative preparation and documentation.
Coordinate all related tests, follow-up appointments, and schedules according to the physician's plan of care upon completion of the patient visit.
Engage in clerical activities to support efficient surgical services operations.
Contribute to a professional and team-focused environment.
Respond to patient and provider inquiries and 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.
Support the surgical team by performing clerical functions and day-to-day operations.
Promote excellence in surgical patient care.
Ensure the safest care possible is delivered based on best practice, hospital procedures, and policies.
Instill and promote a culture of safety.
Facilitate and effectively manage clerical activities and functions of the physician office, including patient flow, schedules, resources, and supplies.
Coordinate referrals by sorting, reviewing, triaging, and directing them to the right surgical specialists and areas within established time parameters.
Exhibit and role-model excellent and professional customer service skills.
Effectively and accurately enter data/stats in reports, data repositories, and EMR.
Ensure compliance and avoid increases in patient wait times, delays in surgical treatment, or poor patient outcomes.
Act as a role model and champion for identifying and integrating safe, best practices into daily activities.
Foster the delivery of safe and exemplary care.

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 Electronic Patient Record.
Working knowledge of EPIC-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 is an asset.
Experience working within a surgical practice environment including gynecology, orthopedic, general surgery, plastics, oncology.
Experience in booking surgical procedures in the operating room/minor procedures is preferred.
Current knowledge and experience using medical terminology in a surgical setting.
Maintains privacy and confidentiality as per organizational guidelines.
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.
Plays a critical role in acting as an advocate for safety.
Demonstrates principles, practices, and processes that optimize a safe environment for all.

Skills

Clerical support
Appointment booking and follow-up
Collaboration with clinical teams
Referral processing
Triage
Electronic Patient Record (EPR) usage
EPIC-OR scheduling
MS Office Suite (Word, Excel, Outlook)
e-fax
Wait Time requirements and data management
Medical terminology
Privacy and confidentiality
Working under pressure
Judgment
Accuracy
Communication (verbal and written)
Teamwork
Organization
Time management
Interpersonal skills
Customer service
Data entry and reporting
Safety advocacy

Location

Ontario

Work Type

Casual Opportunity
Replacement
Monday to Friday
Core day hours

Experience Level

3 years current experience

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 reaffirms our commitment to providing equitable, accessible, best-in-class healthcare for everyone.
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.