Medical Secretary, Obstetrics and Gynaecology

Job Description

Sinai Health is looking for a Medical Secretary to support our Department of Obstetrics and Gynaecology at Mount Sinai Hospital.

The Medical Secretary is an integral part of the busy, dynamic and growing Maternal-Fetal Medicine at Mount Sinai Hospital. In this role, you will be expected to exercise sound judgment and independence while managing the day-to-day related administrative activities. You will demonstrate a strong commitment to quality customer service, applying excellent problem solving and communication skills to ensure the success of the program.

In this role you will:

Support physician office and Pen Allergy Clinic (PAC):

• Provide all related secretarial and administrative duties (clinical & academic)
• Co-ordinate meetings, maintain physician schedule
• Intake patients into system and prepare patient record prior to patient visit
• Prepare examining rooms on clinic days; maintain consultation rooms with necessary equipment and supplies
• Book patient’s follow-up appointments as well as new patient referrals along with arranging interpreter if needed
• Input O.R. booking request on-line; update OR/EOPS patient waiting list
• Arrange CT scans, ultrasounds and all other requested tests ordered by physicians
• Process PAC patient referrals, PAC patient bookings, incoming faxes and voice mails
• Telephone & office reception (always exercising diplomacy & discretion)
• Prepare invoicing and remittance reports; monthly EDT submission to MOH
• Maintain and update physician’s CV’s, & teaching dossier
• Maintain and update physician’s Royal College MOC online accreditation activities
• Book student seminars and clinical clerks teachings with Medical Education Office; arrange observer status
• Coordinate meetings with mentored students and forward evaluations to Medical Education Office; arrange meetings for summer research students
• Create Medical/Legal, Patient related and Personal correspondence as required
• Interact with Research Accounting, Departmental Chief’s office, Division Head’s office and Business Manager’s office, Undergraduate Education Coordinator, Fellowship Coordinator
• Provide cross-coverage for other administrative staff as required

Support OHIP and non-OHIP billing functions for the division:

• Sort incoming billings received from all billing groups within the division.
• Complete any required information on insurance forms for third party billings to facilitate payment (to include Bermuda patients) and follow up with required documentation for non-OHIP or uninsured patients
• Input OHIP and non-OHIP claims for MFM physicians (in-patient and out-patient) to include: Pre-Natal Diagnosis Unit, Special Pregnancy Program (Fetal Assessment Unit), CEOU, Labour & Delivery, Obstetrical Day Unit, 7 South billings and Fetal Therapies (manual reviews).
• Access relevant programs such as Astraia and Powerchart to retrieve all necessary supporting documentation required by MOH for complex fetal therapies and deliveries.
• Interprets supporting medical documentation and serves as the group liaison with MOH adjudicator with respect to all billing inquiries.
• Provide billing summaries to the individual physicians.
• Reconciles uninsured patient payments to cashier’s office with Patient Accounts reports.
• Performs weekly error report downloads from MOHLTC via EDT for timely claims corrections and resubmissions for payment and responsible for submitting error report monthly summary to the MFM Division Head and distributing error claims stats to each MFM physician.
• Generate monthly billing audit reports for review and follow up and provide back-up support for billing system/liaison with staff at OPGB regarding problems.
• Retrieve all on-call billing cards from L&D on a timely basis and enter into the billing system.
• Retrieve billing forms/payments/correspondence from OPGB site on a regular basis.
• Performs weekly submissions to the MOHLTC via EDT for timely payments to the physicians. includes analyzing the billing data for accuracy and completeness; ensures all manual reviews for complex cases have been submitted in accordance to OHIP guidelines.
• Performs monthly downloads from the MOHLTC via EDT for Remittance Advices (multiple billing groups) and follow up with outstanding claim and mismatch reports (submit RA inquiries as necessary).

Job Requirements

Job Requirements

Mandatory

• Successful completion of a college diploma preferably in the field of Office Administration or Business Administration from an accredited educational institution
• 2 years of experience in a secretarial role, preferably working in a clinic/health environment
• Applicants with proven equivalent and related training and experience may also be considered

Skills and Knowledge

• Proficient in Microsoft Word, Excel, Power Point, Outlook
• Medical dicta-typing skills
• Self-directed with an ability to make decisions and to exercise good judgment
• Superior organizational and time management skills with a flexibility to adjust to priorities
• Demonstrated professionalism and ability to work independently
• Effective verbal and written skills
• Demonstrated ability to work with a variety of individuals in a co-operative manner both independently and as part of a team
• Ability to work accurately and effectively in a fast pace/stress environment
• Demonstrated customer service skills and ability to sensitively communicate with patients/families in vulnerable situations
• Demonstrated satisfactory work performance and attendance history