HealthCaringKW·Kitchener, Ontario
Provide comprehensive secretarial and administrative support to the Outreach team to ensure efficient flow of information and client services. Responsibilities include scheduling appointments, managing referrals, handling third-party billing, and coordinating the Outreach Psychiatry program.
The Community Healthcaring KW provides a broad range of services aimed at improving the health of individuals and the wider community. Our services include medical and dental care, health promotion, illness prevention and outreach programming. Our expertise and resources are focused on working with those who experience health inequities and barriers to accessing health services. Collaborating as an interdisciplinary team, we provide services and supports that address the social determinants of health including factors and barriers such as poverty, inadequate housing, food insecurity, substance use, language and culture, as well as stigma and social exclusion. The Community Healthcaring KW works with the most complex client population served by primary health care professionals within Waterloo Region. Our highly skilled and diverse team works from a strength-based approach with individual clients as well as the broader community. We collaborate with many partner agencies and organizations within Waterloo Region. Our team consists of Family Physicians, Nurse Practitioners, Registered Nurses, Social Workers, Dietitians, Chiropodists, Pharmacists, Psychiatrists, Health Promoters, Community Health Workers, Administrative Staff and Volunteers. We invite you to consider this opportunity to join our team and contribute to this important work. The Health Centre is currently recruiting for the following position: Job Title: Medical Secretary – Outreach Pay: $23.00- $26.85 per hour Fixed Term Contract – 1.0 FTE until December 31st, 2026 Job Summary: As a member of the Outreach Administrative Team, the Medical Secretary is responsible for providing a wide range of secretarial, clerical and administrative supports to the organization in order to ensure the smooth flow of people, information, and communications. Specific Responsibilities: Perform administrative support duties according to established Schedule appointments for clients with Health Centre staff, medical and other specialists, as well as diagnostic testing. Notify and provide instructions to Maintain, update and file Prepare referral and consultation letters, and other correspondence as Support with referral tracking and referral case management as needed. Maintain up-to-date resource and referral directory. Support with creating and updating the Outreach team weekly schedule and facilitating the weekly team huddles. Support with supply inventory and supply ordering on a regular basis. Support with coordinating the Outreach Psychiatry program in collaboration with the team and community partners. Prepare third party billing and follow-up on accounts receivable as Collaborate with other members of the Primary Health Team to enhance efficient and effective administrative support of the primary health Participate in team and staff meetings, chart reviews, case conferences, and other meetings and committee work as appropriate to support both service delivery and organizational Work during both regular and extended hours (evenings/weekends) and in locations within Kitchener to be determined by the Health Centre. A minimum of one evening per week will be required. Collect, analyze and report on data and relevant information and participate in research as determined by the Health Centre. Contribute to the Centre’s practices of hiring, orientating and training of Work from a Social Determinants of Health perspective to improve health outcomes for individual clients and/or for the development of community health and well-being, and to reduce health Work individually and collaboratively in the development and implementation of quality improvement initiatives and Work in a manner that preserves privacy and Work in a manner that ensures client safety and minimizes risk to clients, volunteers and the Centre. Work in a manner consistent with Health Centre Vision, Mission and Values. Work in a manner consistent with the Health Centre’s policy and commitment to Diversity, Equity and Inclusion in all processes and practices. Work in a manner that demonstrates self-reflection and personal accountability for work performance. Adhere to all Health Centre policies. Adhere to appropriate infection control practices. Perform any other duties as assigned by your supervisor. Accountability The position is accountable to the Manager of Outreach.
Secondary school Medical Secretary certificate. Two years office experience in a health care Experience with electronic medical records Experience with switchboard/multi-line telephone Proficiency in medical transcription or willingness to Proficiency in the use of Microsoft Office Suite. Demonstrated ability to communicate effectively in English, both written and Demonstrated ability to work Experience working effectively with culturally and economically diverse populations Ability to obtain a Police Vulnerable Sector Check satisfactory to the Health Centre. 2-Factor Authentication for Outlook is App based (Microsoft Authenticator Application) and used to ensure the security of our online accounts. 2-FA requires the use of a personal mobile device with a recent operating system.
Requires a secondary school diploma, a Medical Secretary certificate, and at least two years of healthcare office experience. Candidates must be proficient in EMR and Microsoft Office, with the ability to work with diverse populations and pass a Police Vulnerable Sector Check.
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Market context
In Ontario, administration roles in this space often reflect steady demand from organizations supporting people with serious mental illness, especially where coordination, compliance, and client-facing judgment matter. These positions are competitive because employers typically want a post-secondary degree, current professional registration, several years of relevant experience, and a valid Ontario Driver’s Licence with access to a vehicle. Review the AI-summarized requirements and benefits here to save research time, then confirm your registration status and driving eligibility before applying.
