Medical Secretary Family jobs in Vaughan, ON

Location: Toronto, ON (Near Humber River Hospital)

Position Type: Full-time (In-person on clinic days; hybrid flexibility for administrative days)

Anticipated Start Date: October 2026

Reports To: Dr. Catherine Lu

About the Practice

Dr. Catherine Lu is an obstetrician-gynecologist dedicated to delivering exceptional, high-standard care, with a specific focus on endometriosis and minimally invasive surgery. Located near Humber River Hospital, our clinic serves a diverse patient population, including individuals from marginalized groups and those with a history of trauma.

We are looking for a motivated, team-oriented Medical Office Assistant (MOA) who brings deep empathy, trauma-informed compassion, and outstanding organizational skills to our fast-paced medical environment.

Job Summary

The MOA provides critical clinical and administrative support to optimize the outpatient clinic, manage patient flow, and coordinate Dr. Lu’s complex surgical and clinical calendars. This dynamic role requires a continuous learner who excels at creating order out of moving parts. You will act as a central point of contact for patients, hospital staff, medical learners, faculty members, and community health professionals, representing the practice with the utmost professionalism.

Key Responsibilities

1. Clinical Practice & Patient Flow Management

• EMR Management: Compile, maintain, and update electronic medical records using Accuro EMR. Coordinate the physician's review of consultations and diagnostic reports.
• Clinic Optimization: Oversee daily clinic flow, direct patients, efficiently change over exam rooms, manage and clean equipment as needed, and provide chaperone or technical support during physical exams as required.
• Documentation & Requisitions: Prepare prescriptions, laboratory/test requisitions, insurance paperwork, and surgical packages. Preliminary completion of various administrative forms. Faxing/scanning/filing paperwork as needed.
• Patient Communication: Act as the primary, compassionate point of contact via phone and/or email. Prepare patients for consultations, manage expectations, and conduct post-procedure follow-ups, escalating critical concerns to the physician.
• Medical & Legal Correspondence: Type highly confidential correspondence, patient recovery letters for employers/insurers, medical-legal documentation as needed
• Billing Support: Provide essential administrative assistance to facilitate efficient billing workflows.

2. Calendar & Surgical Bookings Management

• Surgical Coordination: Manage operating room (OR) bookings and waitlists. Strategically maximize OR efficiency using diagnoses, required operating times, and surgical assistance availability to project future bookings.
• Comprehensive Scheduling: Manage the physician’s master calendar, integrating complex hospital call schedules and organizing virtual video consultations.
• Stakeholder Liaison: Coordinate with hospital services, residents/medical learners, and other community physician offices to arrange surgical assistance and preoperative specialist consultations. Resolve scheduling conflicts proactively.

3. Administrative Leadership & Education Support

• Process Improvement: Design and implement office protocols to improve tracking, filing, and overall administrative efficiency.
• Academic Liaison: Act as the primary contact for incoming educational and academic requests, using sound judgment to assess urgency and prioritize communication.
• Event Coordination: Organize occasional seminars and presentations, including managing attendee lists, preparing agendas/materials, and taking notes.

Qualifications & Requirements

• Experience: Previous experience as a Medical Office Assistant (MOA) or in healthcare administration is an asset
• Technical Skills: Proficiency with Accuro EMR is an asset. Must be highly computer literate, type efficiently, and be comfortable troubleshooting basic everyday technology.
• Core Soft Skills: Exceptional empathy, trauma-informed communication skills, and absolute discretion when handling confidential, sensitive patient information.
• Organizational Mastery: Strong problem-solving abilities, sharp attention to detail, and the capacity to prioritize tasks under pressure in a timely fashion.

To Apply

If you are passionate about elevating the standard of care for our patients and want to be part of a dedicated and collaborative healthcare team, please submit your CV and a Letter of Intent detailing why this role resonates with you.

Pay: From $23.00 per hour

Benefits:

• Paid time off

Ability to commute/relocate:

• North York, ON: reliably commute or plan to relocate before starting work (required)

Language:

• English (required)

Work Location: Hybrid remote in North York, ON