Medical Secretary

About us:

Part of WSA group, Hear CANADA's mission is to reframe the world of hearing care and set the highest standards in the world of hearing health. With 110+ clinics across Canada, our teams work collaboratively to provide exceptional, patient‑centric care on our quest to deliver Wonderful Sound for All. Learn more about us by visiting our webpage.

We are growing and searching for a Medical Secretary to join our team at our Hear Canada clinic located on Lakeside Terrace, Barrie North, ON! In this role, you will be responsible for supporting administrative and reception functions within Hear Canada’s ENT (Ear Nose and Throat) clinic operations. This is a 12‑month full‑time contract role in a fast‑paced environment requiring attention to detail, confidentiality, and professionalism in dealing with high volumes of patients.

Typical hours will be Monday to Friday 8:00am‑4:30pm.

• Starting hourly compensation of $22‑$24/hour + an attractive bonus program
• Benefits - including health, dental, vision + a healthcare spending account, starting on day one of hire
• RRSP matching program
• Training + education opportunities
• Friends and family discounts + our employee perk program

As a Medical Secretary, your primary responsibilities may include, but will not be limited to, the following:

Act as the key point of contact for patients and maintain a welcoming clinic environment:

• Act as the key point of contact for patients visiting the clinic by welcoming them to the clinic, maintaining a safe and welcoming environment, and answering their questions.
• Handle phone calls, return messages, and answer email and chat correspondence in a professional and efficient manner.
• Collaborate with clinic staff and clinic leadership for patient escalations and for special requests with the goal of meeting patients’ unique needs.

Maintaining clinic and surgical schedules;

• Reschedule patient cancellations and follow up on missed appointments.
• Schedule high volume in‑clinic appointments and surgical appointments, including for offsite surgeries and procedures.
• Make reasonable efforts including calls, SMS, and email contact with clients needing recall examinations, missed appointments rescheduled, or follow up appointments.
• Contact referral patients in a timely manner to schedule appointments.
• Collaborate with ENT Specialists for special appointment requests.
• Provide patients with necessary information for appointments and procedures to ensure a positive patient experience, including parking options, clinic‑specific information and access points, estimated appointment durations, and any required.
• Maintain relationships with referring physicians’ offices.
• Book diagnostic appointments and submit referrals.
• Perform high volume call‑ahead reminders.

Perform administrative tasks;

• Maintain patient files, both virtually and physically.
• File patient records and code files.
• Process forms, medical letters, reports, charts, and files in the appropriate systems.
• Order supplies for the clinic, including office supplies, personal protective equipment, and medical equipment.
• Operate general office equipment including fax machines, scanning machines, phone systems, computers, and printers; collaborate with IT as necessary for troubleshooting and repair requirements.
• Handle and sort mail and packages (ingoing and outgoing).
• Use the EMR (electronic medical record) system to enter patient information; keep accurate records within the EMR for reporting and compliance.
• Attend company, district, and clinic meetings, both virtually and in‑person as scheduled.

Participate in required training and development activities:

• Attend required initial and ongoing company and government‑mandated training which can include, but is not limited to, health and safety training, policy training, and standard operating procedure training.
• Stay abreast of industry changes to best support clients with questions.
• Perform other duties as assigned within the scope of the role.
• Provide some infrequent coverage for other Hear Canada clinics based on business needs.

• Completion of secondary school or equivalency is strongly preferred; equal…