Job Summary:

In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.  This position provides secretarial support within the Specialty Medicine program. Tasks include secretarial support to the office and the Medical Director, scheduling clinic appointments, submitting check requisitions for reimbursements and expenditures to PHSA Finance, typing, sorting and distributing related documents, and inputting, sorting and retrieving data into/from databases, obtaining patient information utilizing computerized software applications according to established policies, standards and procedures. Arranges meetings as directed and books meeting rooms. Maintains calendars, records, transcribes and distributes minutes or notes of meetings.

Duties/Accountabilities:

1.    Schedules patient appointments and books follow-up appointments into database. Inputs, sorts, retrieve and maintains database of patient information according to established policies, standards and procedures.

2.    Performs reception duties including receiving and directing patients, answering, screening and redirecting phone calls, taking messages including calls from pharmacies for refill prescriptions and verification.

3.    Performs word processing for the program such as drafting letters, drafting agendas, letters to outside facilities either local or provincial.

4.    Arranges meetings as directed, books meeting rooms. Maintains calendars, records, transcribes and distributes minutes or notes of meetings.

5.    Sends, receives, sorts, and distributes all incoming mail, faxes, reports and documents and processes outgoing mail. Arranges for courier service as needed.

6.    Maintaining inventory of office/medical supplies for program by processing requisitions’ for stationary and medical supplies, according to prescribed guidelines and instructions.

7.    Prepares and submits expense claims by ensuring invoices are coded to correct cost centre and authorized for payment. Maintains a bring-forward system for all billings/invoices. Submits check requisitions for reimbursements and expenditures to PHSA finance.

8.    Accesses database and inputs/extracts information to establish, maintain and store financial data.

9.    Performs other related duties as assigned.

Qualifications:

Education, Training and Experience

Grade 12 and two year’s recent related experience or an equivalent combination of education, training and experience.

Skills and Abilities

•    Ability to keyboard at 45 wpm.
•    Knowledge of medical terminology
•    Ability to communicate effectively both verbally and in writing.
•    Ability to organize work.
•    Ability to deal with others effectively.
•    Ability to operate related equipment.
•    Physical ability to carry out the duties of the position.