Admin Secretary - Bariatric Clinic;

Career Opportunities:
Admin Secretary - Bariatric Clinic (103743)

Please note, this posting identifies the current shifts that apply to the position control number. However, this does not guarantee the permanence of the shift time or work assignment for the position. The Hospital reserves its Management Rights under the CUPE Collective Agreement to make changes to shift time and work assignment as it deems necessary.

PRIMARY FUNCTION:

To perform all administrative secretarial duties as required for the Bariatric Centre of Excellence – Surgical Program. The position includes handling of confidential material and major organizational and administrative roles, office duties in connection with patient care, preparation for clinics and surgeries at Kingston Health Sciences Centre and peripheral hospitals.

PRINCIPLE RESPONSIBILITIES:

Surgical Program Administrative Support :

• Provide administrative support and coordinate with the Bariatric surgeons to manage surgery bookings with patients, physicians, secretaries, etc.
• Coordinate OR, clinic scheduling, endoscopy/colonoscopy bookings and manage patient waiting lists
• Book Bariatric operating room time as well as General Surgery operating rooms for bariatric patients in Novari ATC
• Schedule a high volume of new and repeat clinic appointments in PCS
• Send preparation instructions and confirmation to patients
• Where necessary, book radiology appointments and obtain appropriate x-rays, CT scans and MRIs
• Arrange for payment of/ forward of insurance forms, patient letters, etc.
• Respond to a high volume of telephone and email inquiries on a daily basis
• Maintain and regularly update the surgeons’ daily/weekly Outlook calendar in regards to their Bariatric schedule including OR, endoscopy, clinics and meetings.
• Send correspondence to referring and primary care physicians/ nurse practitioner/ physician’s assistants
• Fax referrals, letters, information to other clinical offices as necessary
• Reschedule OR, clinic and endoscopy appointments as necessary due to changes in surgeons’ schedules
• Maintain and coordinate schedule for Physician’s Assistant attached to the bariatric program
• Send informational video and instruction emails to patients prior to consent appointments
• Perform and maintain audits on bariatric patients in Novari.
• Scheduling consent/consult clinics for surgeons/PA and assist with other clinic professionals when needed
• Book pre and post op consults as required
• Arrange all post op appointments/classes in Lumeo and book OTN/Teams appointments/classes/meetings as required
• Track data via spreadsheets for:
  Available surgery dates Consents, surgeries booked/completed – keeping track of quotas Monthly/yearly statistics for Surgical/Medical Program Prepare reports as requested Provide reports on monthly statistics on the Surgical and Medical Programs to KHSC Finance Ordering supplies

Optifast:

• Ordering from supplier
• Track inventory and provide a monthly report to KHSC
• Arrange for patient pick up and payment with patients - arrange for payment over the phone and e-transfers
• Weekly submission of receipts to Finance
• Provide patient guidance on product procurement
• Unload shipments

Surgical Data Management:

• Ensure visit dates are entered into Ontario Bariatric Network (OBN) portal
• Enter data entered into iDatafax
• Look up results/data in PCS as necessary to complete forms
• Request/enter surgical data provided by other centres
• Review Quality Control reports from the Ontario Bariatric Network (provincial)
• Answer queries from Ontario Bariatric Network
• Participate in monthly Data Entry Clerk Teleconferences

Other:

• Help train administrative staff as necessary and problem solve issues that may arise
• Identify areas for cross training opportunities for coverage of admin staff
• Liaise with other administrative staff to ensure we are up to date and assist if required
• Liaise with surgeons’ secretaries, Pre-surgical Screening, Operating Room and admin from other Bariatric Centers of Excellence, Regional Assessment Treatment Centers and Ontario Bariatric Network
• Arrange monthly staff meetings, update Chair/Minutes rotation schedule as required - take minutes and distribute as part of the rotation
• Support ECHO educational…