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Kingston General Hospital


Perform secretarial duties for a geographic full-time member(s) of the Department who is on the Attending Staff of the Kingston General Hospital and Hotel Dieu Hospital.  The above duties will include handling of confidential material and office duties in connection with patient care, teaching, research and administration.
Within this role the employee is accountable for contributing to the delivery of the Kingston General Hospital strategy.  As an employee, one must demonstrate an awareness of and be responsible for actively promoting and supporting patient and family centered engagement and care in all we do.

Position:  GFT Medical Secretary - Nephrology - Part-time (10903)

Region:  Frontenac & Kingston


Prepare letters and reports for signature from dictation and handwritten notes on patients, both in-hospital and clinic practice, in a timely and accurate manner.  Arrange clinic appointments, referrals, diagnostic tests, and inform patients by mail and by phone.  Maintain an accurate accounting system including preparation and submission of patient accounts for non-SEAMO billings.  Handle all calls from families of patients and referring physicians in a professional and cordial manner.  Ensure all relevant patient information and previous medical records are obtained prior to clinic appointments.  Deal with requests for in-hospital consultations.  Coordinate hospital admissions.  Liaise with hospital staff as required. Sort and file labs; direct lab results from joint clinics to the appropriate nephrology physician.

Type and copy lecture notes, handouts, overheads, slides and examination questions.  Maintain Training Program Account and rounds scheduling inquiries.  Various administrative duties relevant to teaching, i.e. room reservations, etc.

Type research papers, manuscripts and grant applications from dictation and handwritten notes. Organize and maintain separate University accounts for ongoing research projects. Organize, maintain and utilize a computer based reference retrieval system. Post from research protocols to research ethics board application.

Daily maintenance of Physician(s) appointment calendars and arranging meetings and room bookings as required.  Organize and maintain an up-to-date filing system for research, administrative and routine correspondence, as well as for patient care. Maintain computer databases.  Monitor payment of active accounts and maintain accounting system for supervisor’s office expenses on a monthly basis.  Make travel arrangements for Physician(s). Process incoming and outgoing mail.  Order office supplies, furniture and equipment as required.  Retrieve library material as necessary.  Liaise with administrative offices of other Departments or divisions at Queen’s University and/or KGH/HDH.  Dealings with Pharmaceutical and Device Representatives – scheduling appointments rounds and schedules.  Provides secretarial support for other Attending Physicians within the Division.


  • 2 year Medical Administration Diploma or equivalent combination of education and experience.
  • Two years recent experience as a medical secretary in a healthcare environment or 5 years recent experience in an administrative position of a related clinical/divisional area.
  • Keyboarding 55 wpm on test
  • Demonstrated knowledge of and experience in the use of Windows applications including Word (Level 2), Outlook, Excel (level 2) and scheduling (patient bookings and electronic calendars)
  • Administrative/organizational skills to ensure efficient running of the office
  • Evidence of high degree of initiative and organizational skills and strong written and verbal communication skills.
  • Proficient dictatyping skills.
  • Basic bookkeeping skills.
  • Proven ability to attend work regularly.
  • Satisfactory criminal reference check required.

The applicant must be able to meet the physical demands of this position.

Salary:  To be discussed

Terms of Employment:  Part Time

Deadline for Application:  Monday, September 25, 2017

How to Apply:  Click here to apply

Location:  Kingston

Profession Type:  Administrative and Clerical

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