Medical Secretary

Key Responsibilities

Administrative and Clerical Support

• Schedule and confirm appointments for the physician and other clinical staff.
• Maintain patient records in the electronic medical record (EMR) system, ensuring accuracy and confidentiality.
• Prepare correspondence, forms, and reports as required. Transcribe medical reports and ensure compliance with healthcare regulations.
• Support data collection and reporting processes for program evaluation and Ministry requirements.
• Provide medical office billing, processing payments and insurance forms.

Patient Coordination

• Manage clinic reception, greet clients, and provide a welcoming, respectful environment for all patients.
• Assist patients in completing intake forms and navigating appointment systems.
• Coordinate follow-up care, referrals, and diagnostic testing as directed by clinical staff.
• Communicate appointment reminders and health information to patients in a confidential manner.
• Support clients in accessing virtual or phone appointments when technology barriers exist.

Operational Support

• Maintain clinic supplies and assist with ordering medical and office materials.
• Support clinic setup, filing systems, and workflow organization to ensure efficiency.
• Collaborate with KO Health programs to coordinate patient information and ensure continuity of care.
• Participate in team meetings, contribute to continuous quality improvement, and uphold KO Health's mission and values.

Qualifications

• Post-secondary diploma or certificate in medical office administration or an equivalent combination of education and experience.
• Minimum two (2) years of administrative experience in a clinic or health care setting.
• Strong computer skills and experience with EMR systems, scheduling software, and Microsoft Office.
• Sound knowledge of medical terminology and health care systems.
• Excellent organizational, communication, and interpersonal skills.
• Ability to manage multiple priorities in a fast-paced, team-based environment.
• Understanding of confidentiality, patient privacy, and cultural safety in a clinical setting.
• Knowledge of or experience working with Indigenous communities or populations is a strong asset.
• Ability to speak Oji-Cree, Cree, or Ojibwe considered an asset.

Working Conditions

• Based at the KO Primary Care Clinic in Thunder Bay.
• Regular weekday hours, with occasional flexibility for evening or weekend activities as needed.