Secretary II – Medical Education – Family Medicine Residency Program

Job title: Secretary II – Medical Education – Family Medicine Residency Program

Job description: Req ID: 115219
Location: Eastern Zone, Inverness Consolidated Memorial Hospital
Company: NSHA
Department: MEDEZ Family Med Residency Program
Type of Employment: Permanent Hourly FT (100% FTE) x 1 position(s)
Union Status: Admin Professionals CUPE
Posting Closing Date: 13-Jul-21

Applications are accepted until 11:59 PM on the Closing Date.

Nova Scotia Health Authority is the largest provider of health services in Nova Scotia. We are over 22,000 employees who provide health care and support services in hospitals, health centres and community-based programs throughout Nova Scotia.

Nova Scotia Health Authority provides health services to Nova Scotians and some specialized services to Maritimers and Atlantic Canadians. We operate hospitals, health centres and community-based programs across the province. Our team of health professionals includes employees, doctors, researchers, learners and volunteers that provide the health care or services you may need. This is accomplished across four geographic management zones which are responsible for the operation of acute care health centres and the provision of a variety of inpatient, outpatient services including academic, tertiary, quaternary care and community based programs and services including continuing care, primary health care, public health, and mental health and addictions.

Responsibilities

The secretary fulfills a crucial role as the link between residents, program, department, preceptors and patients. The secretary’s ability to successfully complete a complex array of administrative, technical and coordination tasks relating to the job is critical to providing a supportive environment for our residents and a high standard of care to our patient population.

The Secretary II reports to the Medical Education Director and Medical Education Coordinator (based in Sydney) and will perform a variety of administrative and coordination duties including, but not limited to:

• Act as the principle contact and primary resource for the Family Medicine Residency Training Program and the Resident Unattached Patient Clinic in Inverness
• Provide administrative and coordination support to the Inverness Program and Clinic as well as foster a comprehensive rapport with the Sydney Program ensuring the smooth and effective coordination between both sites
• Build and maintain an expertise of our medical education web based software program and ensure information is entered accurately and is consistently up to date
• With support from the medical education coordinator, design and facilitate all aspects of the resident scheduling including communication and distribution
• Process and track resident reimbursement claims
• Maintain resident records and prepare each for quarterly review
• Participate on residency program related committees and meetings
• Overall administrative responsibility of the Resident Unattached Patient Clinic including collaborating with residents and faculty clinic supervisors
• Complete patient bookings and registrations according to the clinic guidelines while ensuring efficient yet mindful scheduling of appointments
• Proficiently use MedAcess EMR for booking appointments, faxing, uploading of documents to patient health record, internal messaging, report generating, task management tools and other functions of MedAcess as needed
• Perform all aspects of physician billing
• Responsible for document management for both the residency program and clinic including preparation of chart/record copies, verifying documents and disposition of records
• Responsible to hold in confidence all matters pertaining to patients, residents, preceptors and all other aspects of the family medicine residency program and clinic
• Receive and respond to inquiries and requests (email, phone, in person) exercising sound judgment, courtesy and confidentiality; ability to use clear communication
• Attend and/or arrange local, off-site and virtual meetings as well as site visits as required
• Perform general secretarial such as filing, photocopying, scanning and maintaining sufficient inventory of supplies
• Work with minimal supervision, using sound judgment to make decisions
• Willingness to grow and develop with the Residency Program and Clinic

Other related duties as assigned to ensure the efficient and effective operation of the department

Qualifications

• Graduate of a recognized office administration/business program and/or equivalent combination of education and experience required
• Minimum of three (3) years’ experience in a medical environment preferred
• Experience using MedAcess EMR preferred
• Experience with MSI billing preferred
• Experience working in a multi-provider family practice medical office setting preferred
• Knowledge of medical terminology
• Ability to work independently in a self-directed environment while continuing to be a part of a team
• Ability to foster and promote excellent relationships with the residents, faculty, medical education team, Department of Family Medicine Dalhousie University, Nova Scotia Health, various local community stakeholders and the community of Inverness
• Demonstrated competence in verbal and written communication
• Excellent interpersonal skills, high degree of tact, judgment and confidentiality

Qualifications

• Detail oriented with excellent organizational, time management and prioritizing skills
• Demonstrated initiative and able to set and meet deadlines without sacrificing work standards
• Excellent work ethic with demonstrated ability to work successfully in a multi-task environment without compromising standards of work; ability to quickly switch between tasks
• A high degree of proficiency with a variety of software and electronic communication (including but not limited to) Outlook and Microsoft Office with the ability to learn new software and programs
• Ability to travel, as required; attendance at meetings within the Maritime Provinces may be required
• Ability to work flexible hours when required
• Valid Nova Scotia Driver’s License and access to a reliable vehicle
• Overall ability to perform the duties of the position
• Excellent attendance and work record; previous work attendance may be considered
• Competencies in other languages an asset, French preferred

PLEASE NOTE: Applicants will be screened based on above qualifications. Applicants must clearly demonstrate how they meet the knowledge and competencies in their cover letter and resume. Candidates will not be considered for an interview if applications are incomplete or are missing information. Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.

Hours of Work

Permanent, Full-time position; 70 hours bi-weekly

Salary Information

$21.7303 – $24.3130 hourly

Thank you for your interest in this position. Only those applicants selected for an interview will be contacted. Typically interviews are held within three to four weeks of the closing date.

Successful external applicants will be required to submit the below documents and assume any associated costs as a condition of employment. Additional documentation such as banking & proof of identity will be included in your offer letter.

• Criminal Record Check
• Proof of education & training certifications
• Proof of any additional required qualification
• Valid registration with the relevant licensing body
• Submission of immunization record along with health assessment documentation
• Proof of SIN number

Hiring Process will depend on the timeliness of delivering the above. This is a Admin Professionals bargaining unit – CUPE position. Preference is given to bargaining unit employees for unionized positions. Nova Scotia Health Authority is proud to provide a smoke free and scent free environment. Only online applications are accepted.

Nova Scotia Health Authority (NSHA) is committed to being a workforce that is free of discrimination, values diversity and is representative, at all job levels, of the people we serve. Our priority groups are Aboriginal People, African Nova Scotians, Persons with Disabilities and Recent Immigrants. Members of these groups are welcome to apply and self-identify if they wish to be considered under our Employment Equity policy.

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