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Admin Assistant Physician - Diabetes Clinics

Competition #:802184

Job Title:Admin Assistant Physician - Diabetes Clinics

Department:Diabetes Clinics

Job Category:Administrative/Clerical Support

New Work Type:Part-Time Permanent

Positions Available:2

Union Affiliation:NU

Posted Date:21/04/17

Closing date:28/04/17

Salary Range:$22.68-$27.08 per hour

FTE Assignment (Cas=0.000001):0.5

The Administrative Assistant to the 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 Administrative Assistant 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.

The Diabetes Comprehensive Care Program (DCCP) encompasses specialties such as Endocrinology, Ophthalmology, Urology and Nephrology. This Administrative Assistant position will be within the area of Ophthalmology.

Reporting directly to the Ophthalmologist for day to day practices and the Clinical Leader Manager for administrative/programmatic duties, the ideal candidate will be able to independently and collaboratively manage a physician practice within St. Michael's Hospital. As a highly organized, self-motivated, results-oriented individual, you will be accountable for:


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

  • Scheduling patient and physician appointments
  • 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
  • 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 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 Business Administration Degree
  • Relevant healthcare experience in the field of Ophthalmology
  • Successful completion of a Medical Terminology Certificate required
  • Proficient computer skills with advanced knowledge of word processing, spreadsheet applications, graphic and desktop publishing software
  • Proficiency with OSCAR Electronic Medical Record (EMR) preferred
  • Experience with OHIP billing required
  • Excellent interpersonal and communication skills, with an ability to clarify priorities amongst CLM and physician(s)
  • Professional and consistent customer service skills

This role requires you to work varying shifts from 7:00am-7:00pm (Monday-Friday), as per the specific needs of the department.