Medical Secretary, NP Program - Temporary, Full-Time

Victoria Order of Nurses
Sudbury, Ontario
Closing date
Feb 24, 2024

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Nurse Practitioner
Work Setting
Other - Work Setting
Requisition Details:

Employment Status: Temporary, Full Time (1.0 FTE)

Program Name: Nurse Practicitoner Program

Number of Hours Bi-Weekly: 75

Work Schedule: Days, Evenings

Anticipated End Date: February 2025

On Call: No

Job Summary:

The Medical Secretary supports the Nurse Practitioner (NP) and multidisciplinary staff by providing administrative support to facilitate excellent client care and efficient daily operations. The Medical Secretary creates a welcoming environment to patients & families in the clinics.

Key Responsibilities:
  • Screens incoming telephone calls, recording and transmitting messages, scheduling, receiving, and announcing scheduled patients and visitors and screening unscheduled patients and visitors.
  • Arranges referrals to other health care providers. Schedules appointments for consultations, x-rays, lab tests, physical therapy, MRI's, CT scans, etc.
  • Supports Nurse Practitioner by maintaining calendars, scheduling patient appointments, physician consultations, professional meetings, conferences and teleconferences.
  • Prepares medical reports and summaries, patient histories, operative notes, manuscripts and correspondence
  • Organizes, coordinates and controls projects related to accreditation and training.
  • Ensures appropriate filing protocols including continuous improvement.
  • Maintains patient confidence and protects operations through accuracy and a high level of confidentiality
  • Maintains office supplies inventory by checking stock, anticipating needs, placing and expediting orders and verifying receipt.
  • Ensures proper operation and maintenance of office equipment troubleshooting breakdowns, performing preventive maintenance and calling for repairs.
  • Provides appropriate screening tools to co-morbid conditions under the direction of the NP for patients to complete.
  • Administers patient satisfaction surveys and submits results electronically.
  • Maintains & reports stats as required by the funder (e.g. MOHLTC, LHIN, etc).
  • Completes data entry into the Electronic Medical Record (EMR) system including entering new patient information, updating patient records, screening and sorting faxes, mail and scanning/managing documents in the EMR.
  • Documents all necessary conversations in the patient chart on EMR.
  • Monitors vaccine fridge and maintains supply including picking up vaccines as per Public Policy (e.g. maintaining cold chain).
  • Contacts patients/family & specialists office as directed by the NP.
  • Serves and protects the health care community by adhering to professional standards, hospital policies and procedures, federal, provincial, and local requirements, and internal VON policies & procedures.

External and Internal Relationships:
  • Interacts frequently with District leadership teams, Nurse Practitioners and other multidisciplinary team members.
  • Engages with outside vendors and service providers to acquire and maintain equipment.
  • Interacts with the Department of Health, Health Authorities or Continuing Care Agencies.
  • Engages with clients and families, specialty physician's staff and other physicians.

Education, Designations and Experience:
  • Post-secondary education in Medical Office Administration or related studies required.
  • Minimum of 2 years' experience in health care office environment.
  • Strong computer skills including Microsoft Office and Electronic Medical Records (EMR) required.
  • Understanding the Nurse Practitioner role in Primary Health Care is an asset.

Skill Requirements:
  • Proven to be reliable and punctual.
  • Exemplary customer service skills.
  • Excellent oral and written communication, interpersonal and organizational skills.
  • Strong problem-solving skills.
  • Ability to maintain confidentiality and impartiality.
  • Capacity to adapt quickly to a fast paced, dynamic work environment.
  • High degree of accuracy and attention to detail.
  • Ability to work independently and within a team setting (e.g. ability to work effectively with all members of the health care team).
  • Ability to prioritize, manage time effectively and be flexible in an active work environment.
  • Exercise good judgment.
  • Demonstrated ability to welcome change and manage it innovatively.

  • Access to a personal vehicle for business use and possess both a current driver's license and proof of vehicle insurance.
  • A current and original copy of a satisfactory Criminal Records Check required
  • A Vulnerable Sector Search and/or Child Abuse Registry Check may be required
  • Willingness to travel occasionally during the day (e.g. picking up vaccines or other supplies, accompanying NP on home visits if required).

Work Conditions and Physical Capabilities: fast-paced environment; attention to detail; lift and carry using appropriate lifting techniques; walk, sit, stand, and climb stairs; grip and fine hand movements.

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