We are seeking a Medical Secretary to join our Windsor HearCANADA clinic based our Jackson Park Medical building location.

This is a temporary full-time position based onsite at the clinic. Typical hours of work are Monday through Friday 8:00 am - 4:30 pm local time. This position is to cover a leave with potential for extension or consideration for other roles. The expected duration for the leave is 4-6 weeks based on the start date.

Starting hourly compensation of $22-$24/hour + an attractive bonus program and 6% vacation pay.

What you'll do:

Scheduling, high-volume patient interaction and collaborative team duties;

• Act as the key point of contact for patients visiting the clinic by welcoming them to the clinic, maintaining a safe and welcoming environment, and answering their questions.

• Handle phone calls, return messages, and answer email and chat correspondence in a professional and efficient manner.

• Collaborate with clinic staff and clinic leadership for patient escalations and for special requests with the goal of meeting patients’ unique needs.

• Schedule high volume in-clinic appointments and surgical appointments, including for offsite surgeries and procedures.

• Make reasonable efforts including calls, SMS, and email contact with clients needing recall examinations, missed appointments rescheduled, or follow up appointments.

• Contact referral patients in a timely manner to schedule appointments.

• Collaborate with ENT Specialists for special appointment requests.

• Provide patients with necessary information for appointments and procedures to ensure a positive patient experience, including parking options, clinic-specific information and access points, estimated appointment durations, and any required.

• Maintain relationships with referring physicians’ offices.

• Book diagnostic appointments and submit referrals

• Perform high volume call-ahead reminders

Perform administrative tasks;

• Maintain patient files, both virtually and physically.

• File patient records and code files.

• Process forms, medical letters, reports, charts, and files in the appropriate systems.

• Order supplies for the clinic, including office supplies, personal protective equipment, and medical equipment.

• Operate general office equipment including fax machines, scanning machines, phone systems, computers, and printers; collaborate with IT as necessary for troubleshooting and repair requirements.

• Handle and sort mail and packages (ingoing and outgoing).

• Use the EMR (electronic medical record) system to enter patient information; keep accurate records within the EMR for reporting and compliance.

• Attend company, district, and clinic meetings, both virtually and in-person as scheduled.

What we are looking for:

• Completion of secondary school or equivalency is strongly preferred; equal consideration will be given to those with some secondary school education and relevant experience.

• Certifications or post-secondary education in a relevant field such as Medical Office Administration, Medical Terminology, Unit Clerk, Office Administration, and/or health care would be considered an asset.

• 2+ years of experience in a Medical Secretary (or similar) capacity.

• Experience in a high-volume clinic or office setting handling competing priorities.

• Experience in a multi-physician office, specialist office, or ENT office is preferred.

  Efficient communication skills in the English language, both verbal and written.

• Energetic and professional demeanor with the ability to establish relationships with patients and team members.

• Knowledge of local healthcare referral sources and the Ontario provincial healthcare system is a bonus.

• Ability to prioritize based on urgency and handle competing tasks in a busy environment.

• Comfortability in leveraging various tools including Microsoft Outlook, Microsoft Teams (or other video conferencing/chat platforms), Microsoft Excel (basic for reporting and data), and multi-line phone systems.

• A high level of confidentiality is required.

• Comfortability in making a high volume of phone calls is required due to the nature of the role.

Other:

• This is an onsite, in-clinic position with our partnership ENT clinic.

• The working conditions for this position are standard for an office environment and can involve periods of sitting and bending. Some moderate lifting for packages could be required (less than 50lbs).

If you are interested in joining our team in delivering Wonderful Sound for All, click the "Apply Now" button!

HearCANADA acknowledges that this posting represents a current, existing vacancy. We use an Applicant Tracking System to post vacancies and manage candidate data; Artificial Intelligence is not used in the decision-making process in screening or interviewing candidates, however, may be used for note-taking or automations such as email communication.

HearCANADA is committed to fair and accessible employment practices, and we welcome and encourage applications from candidates with disabilities. Accommodations are available on request for candidates taking place in all aspects of the selection process; requests can be submitted via careers@hearcanada.com.