The Administrative Assistant formally reports to the Clinical Leader Manager (CLM) while providing day-to-day clinical and administrative support to a physician, or group of physicians. The Administrative Assistant coordinates daily activities of the physician’s office/clinic and ensures smooth functioning of the physician’s practice, while providing professional and caring service to the patients.

DUTIES & RESPONSIBILITIES:

Some combination of the following based on the priorities of the practice:

• Scheduling patient and physician appointments
• Answering, screening, and transferring phone calls
• Registering patient visits
• 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
• Creation and maintenance of patient files
• Attending meetings: taking and typing of meeting minutes
• Typing and providing assistance with the preparation of research documents, teaching materials for seminars/lectures, grant proposals/publications, and presentation materials
• Accurate handling and preparation of OHIP billing procedures
• Overseeing of accounts receivable and payable functions for physicians
• Providing basic office management and organization, maintaining an updated inventory or supplies and equipment
• Booking travel and hotel arrangements, meeting rooms, and catering as required
• Accurate transcription for correspondence for physician’s office could include dicta typing
• Other duties as assigned

QUALIFICATIONS:

• Graduate of a recognized Medical Administration program, or equivalent experience
• Successful completion of a Medical Terminology certificate
• Proficient computer skills with advanced knowledge of word processing, spreadsheet applications, graphic and desktop publishing software
• Excellent interpersonal and communication skills, with an ability to clarify priorities amongst CLM and physician(s)
• Professional and consistent customer service skills
• As a condition of employment, all external hires will be required to submit proof of COVID-19 vaccination or documentation unless a valid accommodation under the Ontario Human Rights Code exists. All internal candidates must be in compliance with Unity Health Toronto’s COVID-19 Vaccination Policy. Please note, proof of vaccination must be QR Code format.