Kingston Health Sciences Centre


Career Opportunities: Medical Secretary PT - Onc. Clerical (64821)

Requisition ID 64821 - Posted 11/18/2021 - Clerical/Administrative

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Title: Medical Secretary- Oncology Clerical

Department: Oncology Clerical Services

Position Number: 50055701

Hours of Work: Part-Time Position; Days 0800-1600, 0830-1630

Pay Band: Band-C $22.612-$25.056

Union: CUPE

Location: Kingston General Hospital site

In accordance with Article 9.05, where the previous incumbent returns to this position within the thirty (30) day trial period this position shall be deemed not vacant and the posting will be cancelled. Should the vacancy be cancelled, applicants to this posting shall be notified.

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.


Provide medical secretarial support to the Care Team in the Cancer Program and administrative support to disease site teams.  The incumbent is responsible for activities that support patient care, including coordination of appointments, patient information, and responding to urgent patient needs by directing to appropriate member of the health care team.


Within this role the employee is accountable for contributing to the delivery of the KHSC 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.


  • Provide secretarial support to assigned Physicians, e.g. office coordination, administrative tasks, general correspondence, dictatyping, medical summaries for insurance companies, ODB letters, filing, conference planning and notes, and meeting coordination.
  • Schedule appointments for clinic visits and chemotherapy treatments and notify patients of any changes (if applicable).
  • Prepare charts for assigned clinics to ensure consultation notes and diagnostic test results are available.
  • Book diagnostic tests in the hospital and at other facilities, e.g. ultrasound, MRI, CT scan, pulmonary function tests. Request radiological films from external facilities as required.
  • Respond to telephone enquiries from patients, families, health care professionals, determine the nature of the query and re-direct accordingly.
  • Transcribe physician orders in accordance with policy and procedure.
  • Arrange for porter services and external patient transportation when required.
  • Arrange admissions to hospital, outpatient procedures, and obtain test results as required.  Record, monitor and report patient flow data electronically and follow-up as directed.
  • Schedule and confirm appointment bookings and tests for patients.  Coordinate and confirm appointments and meeting schedules between physicians, patients and staff as required.  Ensure that patient charts, records and data are prepared and recorded. Process physician(s) orders according to Policies and Practices.
  • Adheres to the worker responsibilities as set out in the Occupational Health & Safety Act, hospital safety policies, and dept/unit established procedures at all times.  Where possible, take corrective action to address a hazard, otherwise report the unresolved hazard, dangerous circumstance, unsafe situation to self, other co-workers or the community, to their supervisor.   Should the employee suffer a workplace injury or illness, he/she will advise their supervisor; actively participate in identifying and resolving the underlying cause(s), and participates in early and safe return to work as per Workplace Safety & Insurance Act.
  • Understands and is familiar with all pertinent KGH policies and procedures including those relating to workplace conduct. Complies with the KGH Commitment to uphold the Workplace Conduct and Reporting of Inappropriate Conduct policy and behaves in a manner that is consistent with the guiding principles and expectations.


*NOTE: The above duties are representative but are not to be construed as all-inclusive.

  • 2-year Community College diploma in Medical Office Administration or equivalent combination of education and experience.
  • 6 months medical secretarial experience in a healthcare setting within the last 2 years.
  • 55 wpm on typing test
  • Working knowledge of computers: Word (Level 2), Excel (Level 2), Power Point, Microsoft Outlook, Internet Explorer.
  • Proficient knowledge of Medical Terminology
  • Dictatyping skills
  • Proven organizational skills
  • Demonstrated ability to work independently
  • Ability to prioritize and problem solve
  • Demonstrated effective oral and written communication skills
  • Excellent interpersonal skills and demonstrated ability to communicate effectively, courteously, and tactfully.
  • Proven ability to attend work regularly.
  • Satisfactory criminal reference check required.


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

We thank all applicants, but only those selected for an interview will be contacted. Kingston Health Sciences Centre is committed to inclusive and accessible employment practices.

If you require an accommodation to fully participate in the hiring process, please notify the Recruitment Team.

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