The Administrative Assistant formally reports to the Perioperative Program Director and Anesthetist-in-Chief while providing day-to-day clinical and administrative support to a group of physicians. The Administrative Assistant coordinates daily activities in the department and ensures smooth functioning of the clinical and academic activities of the department.
Some combination of the following based on the priorities of the practice:
Providing administrative support to physician members of the Department of Anesthesia, with specific focus on chairs and vice chairs of research, education, and clinical quality committees.
Providing support to the research active members of the Department. Such support will include assistance with REB submissions, credentialing of research staff, payroll management of research staff and students.
Providing support to the Department’s education program. Such support will include assistance with creation and communication of teaching schedules, credentialing of education staff and fellows, payroll management.
Answering, screening, and transferring phone calls
Preparing and distributing documents relating to research, education and/or clinical quality as appropriate
Maintaining patient confidentiality
Creating and maintaining an efficient filing system for active, pending, and processed referrals
Maintaining an updated database of appointments, diagnoses, and disposition decisions
Creation and maintenance of patient research files
Attending meetings: taking and typing of meeting minutes
Typing and providing assistance with the preparation of research documents, teaching materials for seminars/lectures, grant proposals/publications, and presentation materials
Accurate handling and preparation of OHIP billing procedures
Overseeing and maintenance of research and education accounts for Department
Providing basic office management and organization, maintaining an updated inventory or supplies and equipment
Booking travel and hotel arrangements, meeting rooms, and catering as required
Accurate transcription for correspondence for physician’s office could include dicta typing
Other duties as assigned
Graduate of a recognized Medical Administration program, or equivalent experience
Successful completion of a Medical Terminology certificate
Proficient computer skills with advanced knowledge of word processing, spreadsheet applications, graphic and desktop publishing software
Excellent interpersonal and communication skills, with an ability to clarify priorities amongst CLM and physician(s)
Professional and consistent customer service skills