Secretary II

To provide clinical and academic secretarial support with minimal supervision and direction from the respective medical staff.  The position will
organize and coordinate outpatient clinics and support the academic activities of 2-3 assigned physicians who are also members of the Faculty of Medicine.  The incumbent works within a team
environment, understanding the purpose, goals of the team and has the ability to bring forward ideas to assist the team.  This position is responsible for ensuring efficient and effective operation
of the respective physicians' office within the scope of authority exercising decision-making where the impact of error would be high.  The variability of the medical staff members' careers and their
respective activities demands broad and flexible capabilities in each secretarial position.  This position has multiple tasks responsibilities and requires considerable judgement, tact, creativity
and initiative in resolving issues.  Professionalism is paramount in representing the Physician/Division/Department/Region or University to internal and external stakeholders.  The development and
maintenance of effective personal relationships with all division members and their support is a critical success factor.
Coordinates and manages complex outpatient clinic schedules with members of the multidisciplinary team.
- Tracks wait lists for follow up visits and/or cancellations.
- Books patient for clinics, procedures and /or diagnostic tests and arrange referrals to other clinical departments and specialists.
- Organizes patient charts, and other related health information, for physicians and ensures charts are made available prior to clinic appointments
- Prepares and disseminates clinic schedules, clinic lists and chart requests
- Ensures all charts and required patient related information are available to the team for clinic.
- Assembles/Maintains patient charts when test results and requisitions are received
- Prepares lab requisitions and processes requests for diagnostic tests pre and post clinic visit.
- Photocopies documents as required.
- Prepares and documents patient charts for off site storage.
- Participates in clinic related working groups providing input into clinic operations.
- Occasionally arranges clinic conferences and information sessions
Complete (which includes compiles and prepares, proofreading and reformatting) and submit/distribute all required documentation for the following:
- Research grants
- Academic annual reports to the U of C
- Peer reviewed and non-peer reviewed publications
- Abstracts and protocols
- Design and creation of slide presentations
- Preparation of agendas, Dictaphone transcriptions
- Medical/legal reports; case reviews
- Follows up on outstanding documentation
- University Research and Trust Accounts - Tabulate and submit payments and expenses using the online system (U of C Peoplesoft) for approval and in accordance with U of C Financial Policy.
- Region - May tabulate and submit payments and expenses to the Region's Accounts Payable for approval.  Tabulate and submit claims on behalf of division members and fellows for expense reimbursement
or clinical service remuneration.
- Enter data and ensure accuracy of bibliographical data in the Reference Manager/Endnote and MOCOMP system using both IBM and Macintosh systems.
Requisition #: 127251
Department: (FMC)IM ARP COND GRANT
Location: Foothills Medical Centre
Employee Class: Regular Full Time
Rates of Pay: Minimum: 22.22 per hour   Maximum: 25.48 per hour
Qualifications:
- Grade XII diploma
- Recognized secretarial training (ie: graduate of a secretarial college or a business program) required
- 3-5 years in an medical office/ambulatory care setting or equitable required
- Medical terminology required
- Dictaphone/ transcription required
- Able to type 60-70 wpm.
- Demonstrated proficiency in the use of personal computers and various network and software applications (eg: Outlook Web Access (calendar & email), Microsoft -Word, Excel, Power Point, Medline
searches and Reference Manager/Endnote). SKILL TESTING MAY BE REQUESTED
- SCM/Clinibase/Clinibase Scheduler/Netcare required
- EMIS preferred
- U of C Peoplesoft preferre