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 setting 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, and a healthcare spending account, starting on day one of hire
• RRSP matching program
• Training and education opportunities
• Friends and family discounts and our employee perk program

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

• Welcome patients to the clinic, maintain a safe and welcoming environment, and answer their questions.
• Handle phone calls, return messages, and answer email and chat correspondence in a professional and efficient manner.
• Collaborate with clinic staff and leadership for patient escalations and special requests to meet patients’ unique needs.

• Reschedule patient cancellations and follow up on missed appointments.
• Schedule high‑volume in‑clinic appointments and surgical appointments, including for off‑site surgeries and procedures.
• Make reasonable efforts (calls, SMS, email) to contact clients needing recall examinations, missed appointments, 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, including parking options, clinic‑specific information, access points, estimated appointment durations, and any requirements.
• Maintain relationships with referring physicians’ offices.
• Book diagnostic appointments and submit referrals.
• Perform high‑volume call‑ahead reminders.

• 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 (fax machines, scanners, phone systems, computers, printers) and collaborate with IT for troubleshooting and repair requirements.
• Handle and sort mail and packages (ingoing and outgoing).
• Use the EMR to enter patient information and keep accurate records for reporting and compliance.
• Attend company, district, and clinic meetings, both virtually and in‑person as scheduled.

• Attend required initial and ongoing company and government‑mandated training, including health and safety, policy and SOP training.
• Stay abreast of industry changes to best support clients with questions.
• Perform other duties as assigned within the scope of the role.
• Provide infrequent coverage for other Hear Canada clinics based on business needs.

• Completion of secondary school or equivalency is strongly preferred; equal consideration will be given to those with some secondary education and relevant experience.
• Certifications or post‑secondary education in a relevant field such as Medical Office Administration, Medical Terminology, Unit Clerk, Office Administration, and/or health care would be considered an asset.
• 2+ years of experience…