Kingston Community Health Centres·Kingston, Ontario
The Medical Secretary ensures efficient clinic operations by managing client appointments, registrations, and inquiries while maintaining accurate physical and electronic records. They also support the multi-disciplinary team by coordinating referrals, managing inventory, and facilitating effective communication within the clinic.
Working in close partnership with a multi-disciplinary team, the Medical Secretary ensures the smooth and efficient operation of the health care team by directing clients and participants to appropriate services and by maintaining all systems that support health care services.
Vacation, Personal Days, Sick Days and Education time Health Care of Ontario Pension Plan (HOOPP) Extended Health Benefits come into effect after three months of employment in this position: Health and Dental Coverage, Life/Accidental Death and Dismemberment Insurance, Long-Term Disability Coverage and an Employee Assistance Program Key Responsibilities
Client services Creates a welcoming atmosphere by warmly greeting individuals, responding to their inquiries, and directing them to appropriate services or resources; Books, cancels, makes reminder calls and re-schedules client appointments, as required, including prescription renewals, specialist referrals, and diagnostic procedures; Ensure a tidy, safe and welcoming waiting area; Responds to client queries regarding OHIP requirements, and assisting clients in obtaining OHIP insurance, as required; Handling and documenting small cash and cash equivalents (eg: transportation, emergency food vouchers) as required.
registering new clients; updating information changes for existing clients; maintaining the client information database; and archiving client paper records; Ensures forms are completed and up to date (e.g., client registration form); Prepares basic reports as required according to schedule Documents billing, as required, including shadow billing; Scans, follows-up on, and files documents appropriately; Supports the transition of paper client charts to an electronic client filing system; Supports the overall functioning of the clinic by pulling client charts, updating charts, and processing inactive charts; Responds to phone calls and voice mail for the clinic staff as well as transfers calls to other services when necessary. Performs administrative duties for clinic staff as well as medical/health related programs including maintaining an updated list of community resources, medical specialist referral list, and, on occasion, taking meeting minutes; Maintain inventory of necessary forms & medical supplies.
Health Team Operations Contributes to the overall smooth operation of the clinic by working cooperatively with others and supporting an effective multi-disciplinary team environment; Works cooperatively within the medical secretary team on the “Roles and Responsibilities Training Tool” to ensure skill development for full scope of duties and responsibilities; Assists to provide the required training and knowledge transfer to coworkers; Uses established communication pathways to assist in decision making and problem solving, as directed by the Manager; Ensures that information flow, workflow procedures, and team support are delivered consistently and effectively. Organizational Responsibilities Comply with all relevant legislation and KCHC policies, including privacy laws Commits to acquiring an understanding of the importance of trauma responsiveness and the impact of Adverse Childhood Experiences (ACEs) Commits to demonstrating an ongoing commitment to Equity, Diversity, Inclusion, Indigenization and Accessibility (EDIIA) by representing the diverse nature of our communities, promoting and practicing inclusion Supports consistent application and development of KCHC policies and procedures Supports KCHC’s student and volunteer placement programs Promotes awareness of and participation in KCHC activities Demonstrated commitment to continuous learning and quality improvement On occasion, perform other temporary duties as required Basic Education and Experience Requirements Medical Secretary Certificate or Secondary School diploma and equivalent relevant work experience Two plus years office experience, in a health or community setting preferred Experience working with electronic medical records systems
Ability to provide welcoming, inclusive, non-judgmental service; sensitive to cultural and social barriers that clientele may be facing Knowledge of privacy legislation as it relates to healthcare and private documents Demonstrated ability to work in a multi-disciplinary setting Proficiency in typing, the use of computers and various software applications, database management experience an asset Strong interpersonal (oral and written) and problem-solving skills; a commitment to teamwork Excellent organizational skills, above average attention to detail, and ability to multi-task in a fast-paced environment Other Requirements Available for evening shifts, up to one evening a week Current and satisfactory Criminal and Vulnerable Persons Check French language is an asset As a registered professional, to abide by and be accountable to the ethics and standards set out by the relevant regulatory body of the profession. All KCHC staff have a duty to understand and follow KCHC policies, uphold high ethical and professional standards, and maintain confidentiality and privacy, using tact and good judgment in all dealings with other staff and clients.
At Kingston Community Health Centres (KCHC), we understand that the work of Equity, Diversity, Inclusion, Indigeneity, and Accessibility (EDIIA) is ongoing. We are dedicated to being accountable, transparent, and responsive to the holistic needs of the communities we serve. We will continue to listen, learn, and take meaningful action to ensure that our policies, practices, and services create an environment where everyone, regardless of their identity or circumstances, can thrive.
Candidates must possess a Medical Secretary Certificate or a secondary school diploma with at least two years of relevant office experience in a health or community setting. Proficiency in electronic medical records, strong organizational skills, and a commitment to equity and privacy legislation are essential.
Market context
Medical secretary positions in Ontario are often tied to steady demand in clinics, hospitals, and other healthcare settings that need organized front-office support. These roles can be competitive because employers typically look for a medical office diploma, several years of healthcare administration experience, a valid Ontario G Class Driver’s License, and a current vulnerable sector criminal records check. If you are considering applying, compare how your background matches the required credentials and note that the job requirements and benefits here are AI-summarized from the original posting, which can save research time.
