Medical Secretary

Position Summary

The Medical Secretary provides administrative and clerical support to the KO Primary Care Team in Thunder Bay. This position ensures smooth day-to-day operations of the clinic, supports coordination of patient care, and contributes to the delivery of culturally safe, efficient, and responsive health services for KO First Nations members living in and traveling to Thunder Bay and the surrounding area.

Key Responsibilities

Administrative and Clerical Support

• Manage clinic reception, greet clients, and provide a welcoming, respectful environment for all patients.
• Schedule and confirm appointments for the physician and other clinical staff.
• Maintain patient records in the electronic medical record (EMR) system, ensuring accuracy and confidentiality.
• Prepare correspondence, forms, and reports as required.
• Support data collection and reporting processes for program evaluation and Ministry requirements.

Patient Coordination

• Assist patients in completing intake forms and navigating appointment systems.
• Coordinate follow-up care, referrals, and diagnostic testing as directed by clinical staff.
• Communicate appointment reminders and health information to patients in a confidential manner.
• Support clients in accessing virtual or phone appointments when technology barriers exist.

Operational Support

• Maintain clinic supplies and assist with ordering medical and office materials.
• Support clinic setup, filing systems, and workflow organization to ensure efficiency.
• Collaborate with KO Health programs to coordinate patient information and ensure continuity of care.
• Participate in team meetings, contribute to continuous quality improvement, and uphold KO Health’s mission and values.

Qualifications

• Post-secondary diploma or certificate in medical office administration or an equivalent combination of education and experience.
• Minimum two (2) years of administrative experience in a health care or community service setting.
• Strong computer skills and experience with EMR systems, scheduling software, and Microsoft Office.
• Excellent organizational, communication, and interpersonal skills.
• Ability to manage multiple priorities in a fast-paced, team-based environment.
• Understanding of confidentiality, patient privacy, and cultural safety in a clinical setting.
• Knowledge of or experience working with Indigenous communities or populations is a strong asset.
• Ability to speak Oji-Cree, Cree, or Ojibwe considered an asset.

Working Conditions

• Based at the KO Primary Care Clinic in Thunder Bay.
• Regular weekday hours, with occasional flexibility for evening or weekend activities as needed.