This is a Casual Opportunity. This department is open Monday to Friday during the core day hours.
Type: Replacement
Job Description
The Surgical Services Secretary provides clerical support to the Surgical Program while providing support to other secretaries in a shared service model. This will include appointment bookings and follow up, collaboration with the clinical team to ensure pre-and-post surgical requirements are met, and clerical functions to support efficient clinic operations.
Summary of duties but not limited to:
Facilitate efficient and timely access to surgical specialty surgical services by receiving and processing referrals and scheduling first appointments:
Work collaboratively in an inter-professional shared model of care
Receive referrals and triage according to established guidelines within the Program
Ensure all required information is received from referring source to facilitate timely scheduling of appointments
Triage to appropriate physician and Nurse Practitioner as per established decision algorithms
Consult with physician and clinical team to appropriately triage and schedule patients in the surgical specialty required
Initiate patient chart for surgical specialty areas in the Electronic Patient Record
Schedule patient visits and coordinate required tests
Communicate scheduled visit to appropriate individuals (referring physician, patient, etc.)
Ensure patient receives written and verbal instruction regarding tests and appointments
Ensuring patient understands any special preparation instructions and provides additional info regarding the tests when required
Function in an independent capacity to contact patients regarding scheduled appointments and provide any needed clarification regarding clinic appointment or test preparation
Maintain physician schedule for surgical clinic, services, committees and meetings including internal and external engagements
Problem solve, triage and schedule related issues in consultation within the clinical team
Contribute to the efficient operations of surgical services including clinics by booking complex tests and follow-up appointments and ensuring that the health record for each scheduled patient is up to date:
Generating a chart for the referral and retrieving any patient results not in EPR
File reports not in EPR in Women’s College Hospital records
Liaise with Health Records regarding chart requests
Check patients in and out of clinics
Book complex tests, procedures and appointments to enhance the patient experience and clinic optimization
Exhibit a strong understanding of the complexities of procedures/tests /consult referrals to be booked within the surgical specialties/areas
Self-directed with the ability to work independently and collaboratively with the team in the assigned clinic and surgical area as an integral part of that team and will ensure that team members are informed of the updated schedule, room assignment and any potential changes in the clinic schedule
Effectively communicates with all hospital clients and stakeholders
Enhance the patient experience by facilitating patient and health care provider flow:
Ensure that patients are appropriately consented for their surgical procedures or appointments
Coordinate and support patient and caregivers health teaching with clinicians as required
Coordinate surgical bookings including surgical assist for the surgical suite
Coordinate patient pre-operative preparation and documentation
At completion of the patient visit coordinate all related tests, follow-up appointments and schedules according to the physicians plan of care
Engage in clerical activities to support efficient surgical services operations and contribute to a professional and team focus environment:
Engage in activities to support efficient clinic operations, including use of various technologies and processes
Independently respond to patient and provider inquiries & ensures messages are referred to the appropriate person
Attend and…