Appointment Secretary

Job Description

We are currently seeking a Full-Time Appointment Secretary to support physicians, staff, and patients through efficient scheduling, front-desk coordination, and administrative support. Reporting to the Manager of Human Resources & Operations, this position plays a key role in ensuring smooth clinic operations and positive patient experiences.
Responsibilities:

• Schedule patient appointments in accordance with physician availability

• Book appointments based on referrals from clinics, hospitals, and external physicians

• Enter, update, and maintain accurate appointment information within the Electronic Medical Record (EMR) system

• Confirm, cancel, and reschedule patient appointments as required

• Receive, document, and relay telephone and electronic messages for physicians in a timely manner

• Respond promptly and professionally to inquiries from physicians, patients, staff, and the public

• Screen and appropriately direct physician calls

• Explain physician instructions to patients, including pre-operative care, diagnostic testing, and procedures

• Prepare, compile, and transmit patient records and documentation as required

• Maintain strict patient confidentiality in accordance with privacy legislation and organizational policies

• Provide general administrative and clerical support to physicians and clinic staff

• Perform other related duties as assigned
Qualifications:

•Experience working as a medical receptionist or secretary

•Excellent verbal and written communication skills

• Demonstrated professionalism, courtesy, and ability to interact respectfully with patients and staff

• Strong understanding of patient confidentiality and privacy requirements

• Knowledge of medical office administration and record-keeping practices

• Proficient computer skills, including experience entering patient data into electronic systems (e.g. EMR platforms)
Skills and Competencies:

• Strong organizational and time-management skills

• High level of attention to detail and accuracy

• Ability to exercise tact, discretion, and sound judgment

• Ability to manage competing priorities in a fast-paced clinical environment

• Reliable attendance and accountability, recognizing that scheduling accuracy directly impacts physician workflow
Health & Safety:
This position requires prolonged periods of sitting and working at a computer terminal. The incumbent is responsible for maintaining their occupational health and safety, including taking regular breaks to stand, stretch, and exercise wrists to reduce the risk of strain or injury.
Qualified candidates are invited to submit a cover letter and resume to