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Admin Assistant Physician - Specialty Clinics

Competition #:798723

Job Title:Admin Assistant Physician - Specialty Clinics

Department:Specialty Clinics

Job Category:Administrative/Clerical Support

New Work Type:Full-Time Permanent

Positions Available:1

Union Affiliation:NU

Posted Date:16/02/17

Closing date:23/02/17

Salary Range:$22.68 - $26.68 per hour

FTE Assignment (Cas=0.000001):1.0

The Division of General Surgery is responsible for the delivery of trauma, surgical, critical care and general surgical services at St. Michael's Hospital. As part of the Hospital's mandate, the division plays a key role in the education of residents and fellows from the University of Toronto Department of Surgery.

The Admin Assistant Physician formally reports to the Clinical Leader Manager (CLM) while providing day-to-day clinical and administrative support to a physician, or group of physicians. The Admin Assistant Physician coordinates daily activities of the physician´s office/clinic and ensures smooth functioning of the physician´s practice, while providing professional and caring service to the patients.


Some combination of the following based on the priorities of the practice:

  • Scheduling patient and physician appointments in the clinic
  • Scheduling and booking OR cases and Endoscopy cases
  • Booking and organizing preadmission appointments (preadmission packages)
  • Coordinate Bariatric activities
  • Answering, screening, and transferring phone calls
  • Registering patient visits
  • Preparing and distributing surgical documents 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 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
  • Liaising with medical education offices at U of T and various hospitals
  • Accurate handling and preparation of OHIP billing procedures
  • Overseeing of accounts receivable and payable functions for physicians
  • Providing basic office management and organization, maintaining an updated inventory of 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
  • 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
  • Minimum of 3 years previous medical secretarial and administrative experience required, within a teaching hospital
  • Ability to work independently and problem solve
  • Excellent organizational, interpersonal, telephone and administrative skills
  • Experience in medical photography and preparing medical presentations preferred