Department: Dean of Students Office - Brantford 

Job Type: Continuing

Full-time/Part-time: Full Time (>=1249 hrs/year) 

Campus: Brantford 

Reports to: Director, Student Wellness Center 

Employee Group: PAG 

Application Deadline: September 8, 2024

Requisition ID: 8623 

Wilfrid Laurier University is a leading multi-campus university that excels at educating with purpose. Through its exceptional employees, students, researchers, leaders, and educators, Laurier has built a reputation as a world-class institution known for its rich student experience, academic excellence, and global impact. With a commitment to Indigenization and commitment to equity, diversity, inclusion, Laurier’s thriving community has a place for everyone.

Laurier has more than 21,000 students and 2,100 faculty and staff across campuses in Waterloo and Brantford, as well locations in Kitchener and Milton. The university is committed to providing an inclusive workplace, a flexible work policy and employing a workforce that is reflective of local and national demographics. Laurier's Waterloo, Kitchener, and Brantford campuses are located on the shared traditional territory of the Neutral, Anishnaabe, and Haudenosaunee peoples. This land is part of the Dish with One Spoon Treaty between the Haudenosaunee and Anishnaabe peoples and symbolizes the agreement to share, protect our resources, and not to engage in conflict.  Laurier's Milton campus is located on the traditional territory of the Mississaugas of the Credit, and part of the Nanfan Treaty of 1701 between the British Crown and the Haudenosaunee Confederacy.

Position Summary

Reporting to the Nurse Manager of the Student Wellness Centre, this Senior Medical Secretary contributes to the smooth operation, organized and positive atmosphere within the Centre. The Student Wellness Centre at Laurier Brantford is comprised of a multi-disciplinary team of professionals that provide physical, emotional and mental health support for students. The professional team includes family physicians, registered nurses, a psychiatrist, counsellors, mental health nurse, and clinic aide.

Within the Student Wellness Centre the Medical Secretary has various duties related to operations, service delivery and administrative functions. Specific duties include facilitating the flow of student traffic, assisting students with front-line requests and responding to high traffic and multiple priorities throughout the day. The senior medical secretary is the lead for providing and overseeing the administrative functions within the Student Wellness Centre.

A background in medical office procedures and knowledge of medical/legal ramifications is required. The Student Wellness Centre is an electronic medical record environment and proficiency with electronic medical records, including billing and messaging is essential.

The incumbent employs medical knowledge and exercises sound judgment and assessment as a complement to the administrative functions for this position. The incumbent will handle confidential medical information daily. Awareness of medical responsibilities relating to PHIPA is required.

This position has a university-wide mandate and is based at the Brantford Campus. The incumbent provides subject matter expertise to all campuses, requiring regular interpersonal interactions and collaboration with departments at the Waterloo Campus, the Brantford Campus, locations in Kitchener and Milton, and external partners. Special attention is given to ensure equitable service delivery across all locations.

Accountabilities

Front Line

• Provides screening and rapid response requests, and responds according to urgency, departmental processes/procedures and available staff resources.
• Receives upset or anxious students with tact and sensitivity.
• Maintains client/patient confidentiality, including verbal, electronic, and written communication and all documentation.
• Handles a high volume of traffic throughout the day, while simultaneously performing the other accountabilities of the position.

 Administrative duties

• Facilitate registration processes with students (in person and on the phone), including responding to questions, and providing positive and welcoming first point of contact
• Creation of accurate patient record within electronic records including demographic updates, history and relevant clinical forms
• Schedules same-day, booked and returning appointments utilizing basic screening of presenting concerns to determine appropriate booking
• Direct traffic flow within Centre
• Facilitate calls to specialists and EMS at the direction of professional providers
• Follow up on outstanding accounts including missed appointment fees and Health card problems
• Performs daily OHIP billing including submission to Ministry of Health and follows up on error codes and messages from the ministry.
• Performs other third-party billings including third party and locum billing
• Coordinate referrals to specialists and specialized medical testing appointments, including notification of students
• Assist students with completion of necessary forms/paperwork
• Sort and respond to incoming mail and email correspondence and notify appropriate practitioners

Additional Administrative Duties

• Runs monthly remittance advice from MOH in preparation for physician statements
• Establish best practices for administrative area relating to scheduling appointments and timing of administrative functions and provides leadership to other reception staff.
• Monitor administrative supplies for department and order as necessary.
• Accesses student records and contact information for students via banner.
• Performs other administrative duties as requested.

Qualifications

• Medical office administration diploma plus a minimum of two years of experience working in a medical office;
• Possess familiarity and knowledge of medical terminology;
• Knowledge and competency with OHIP and WSIB billing practices;
• Proven leadership ability;
• Excellent administrative and organizational skills with proven attention to detail;
• Experience handling confidential material;
• Possess diplomacy, discretion, tact and ability problem solve difficult situations;
• Experience with Practice Solutions software or comparable electronic medical record software.
• Working knowledge of MS Word, Excel, and MOH training on RA

Hours of Work

This is a full-time, continuing position. The normal hours of work are 8:30 am to 4:30 pm, Monday to Friday. Flexibility in hours will be required, including evening and/or weekend work due to periods of high volume. When possible, the manager will adjust the work schedule so that no more than 35 hours are worked in a week.

Compensation 

Level: C

Rate of Pay: $33.72 to $35.66 per hour with an annual step progression on anniversary date up to $38.55 per hour. 

Considerations for new hire step placements include, qualifications and length/depth of required experience, relevant market rates for similar jobs, internal equity, and estimated learning curve in starting the job.

Wilfrid Laurier University endeavors to fill positions with qualified candidates who have a combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier's Employee Success Factors.

Equity, diversity and creating a culture of inclusion are part of Laurier’s core values and central to the Laurier Strategy. Laurier is committed to increasing the diversity of faculty and staff and welcomes applications from candidates who identify as Indigenous, racialized, having disabilities, and from persons of any minority sexual and gender identities. Indigenous candidates who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Office of Indigenous Initiatives. Candidates from other equity deserving groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact Equity & Accessibility. We have strived to make our application process accessible, however if you require any assistance applying for a position or would like this job posting in an alternative format, please contact Human Resources. Contact information can be found at careers.wlu.ca/content/How-to-apply/

Should you be interested in learning more about this opportunity, please visit www.wlu.ca/careers for additional information and the online application system. All applications must be submitted online. Please note, a resume and cover letter will be required in electronic form.