Saint Mary’s University

Duties as the Secretary III include, but are not limited to:

• Ensuring patients are seen by the R.N. Manager if there are no appointments available so that they can be triaged.
• Making appointments for Clinic Doctors and the R.N. Manager.
• Greeting patients and other visitors and coordinating flow of patients to doctor(s).
• Maintaining a recall system to assist Nurse/Manager with patient recalls.
• Recalling patients for the doctors that require follow up on a daily basis.
• Recording abnormal pap results and STI recalls on Practimax, and calling patients to follow up.
• Verifying basic health information is correct and up to date.
• Typing correspondence, reporting and other documents using word processing software (in the absence of the Secretary IV, Medical Billing) for the R.N. Manager & Educator and Doctors, as required
• Drafting memos and letters for signature of medical and nursing staff.
• Entering patient basic health information into a database using Practimax to ensure eligibility for coverage
• Attending staff meetings and taking and distributing minutes as requested.
• Compiling charts; filing charts and test results.
• Informing patients of specialist appointments and special instructions as required.
• Collecting, sorting and distributing incoming mail; processing outgoing mail; and processing courier packages.
• Copying patients' charts and forwarding to other doctor's offices as requested.
• Checking expiry dates on Student Health over the counter medications and vaccines and disposing as per established procedures.
• On a semi-annual basis, organizing and maintaining charts based on the records retention policy including storing and retrieving documents and the rotation of older files to archived storage.
• Maintaining confidentiality on all personal medical records, patient related conversations, etc, as outlined in relevant provincial and federal privacy policies.
• Determining method of payment - cash and/or interact.
• Completing monthly bank deposits.
• Completing reconciliation sheets for Financial Services to process payments to the doctors in a timely manner.
• Visa reconciliation on a monthly basis.
• Answering inquiries and assisting international students requiring assistance with Nova Scotia Medical insurance.
• Maintaining inventory of office and medical supplies and equipment.
• Sending referrals to specialists.
• Submitting bills to MSI for payment.
• Inputting data on billing system to ensure paper payment to physician.

To be the successful Secretary III you will possess a one (1) year medical secretary program with familiarity with medical terminology and a minimum one (1) year directly related experience. You demonstrate a proficiency in Microsoft Suite with direct experience working with Practimax being considered an asset. You demonstrate strong organizational skills and ability to function independently and as part of a team; the ability to work under pressure with multiple competing priorities; and excellent customer conflict resolution skills. Demonstrated cross-cultural communication skills and the ability to handle and maintain confidential material will round out your qualifications. First-aid/CPR training will be considered an asset.

Saint Mary's University is one of Canada's top primary undergraduate universities--known for its international collaborations, leadership in entrepreneurship, and research that benefits local and global communities. Our programs in Arts, Science, Graduate Studies and the Sobey School of Business are among Canada's best and feature professors who are committed to the success of their students. Saint Mary's provides our 7,000 students with a place that fosters possibility, excellent research opportunities, and distinguished graduate and professional programs combined with a caring community. Nestled in the heart of Halifax, Nova Scotia, on Canada's east coast, Saint Mary's University is marked by iconic buildings, green spaces and fresh ocean air. The Saint Mary's University community is committed to a prosperous future for the world-a world without limits.

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Apply for this opportunity online by visiting www.smu.ca/employment and use our online application system through CareerBeacon. Select the position you are interested in and apply by clicking the "Apply Online Now" button. Please include the names of three professional references. No telephone calls please.

Competition Opens: February 12, 2019 Competition Closes: February 22, 2019

Saint Mary's University hires on the basis of merit and is committed to the principles of employment equity. Saint Mary's University encourages applications from qualified women, visible minorities, Aboriginal people, and people with disabilities. Preference will be given to Canadian citizens and permanent residents of Canada.

Saint Mary's University thanks all applicants for applying. Only those selected for interviews will be contacted.

Saint Mary's Univeristy promoties a Healthy Campus including a Scent-Free environment and a Smoke-Free Campus