Key essential skills for this occupation are: Computer Use, Document Use and Oral Communication. Level 1. Level 2

Transcription

1 NOC: 1243 Occupatin: Medical Secretaries Occupatin Descriptin: Respnsibilities include perfrming varius secretarial and administrative tasks in lng term care and supprted living facilities. Key essential skills fr this ccupatin are: Cmputer Use, Dcument Use and Oral Cmmunicatin. Essential Skills Reading Text Writing Dcument Use* Cmputer Use* Oral Cmmunicatin* Mney Math Scheduling r Budgeting and Accunting Data Analysis Numerical Estimatin Jb Task Planning and Organizing Decisin Making Prblem Slving Finding Infrmatin Wrking With Others Cntinuus Learning These Essential Skills are nt ranked by cmplexity level. The skill levels represented in the table abve illustrate full skill ranges fr experienced wrkers in their rles, and nt fr individuals preparing fr entrance int this ccupatin fr the first time. Belw are examples fr each essential skill categry representing a sampling f the pssible duties and tasks fr this rle within the industry and the crrespnding essential skills level. All examples will nt necessarily apply t every rganizatin. Reading Text Research medical and ffice prducts via brchures, spec sheets as well as catalgues and advertisements. ( 2) Decipher handwritten, internal ntes which culd include cmments r directin frm supervisrs r cwrkers. ( 2) Read internal mems. ( 2)

2 Review varius publicatins cncerning issues r infrmatin pertinent t senirs. ( 2) Read entries n frms, such as intake frms. ( 2) Review updates frm Health Canada and prvincial ministries f health t btain current and pertinent infrmatin. This may include infrmatin abut health and safety prcedures which must be implemented, as well as billing prcesses, etc. ( 3) Cnsider manuals and ther resurces t btain infrmatin regarding prcesses and prcedures. ( 3) Writing Dcument infrmatin in reprting and administrative frms r cmpse shrt ntes fr cwrkers, health care prfessinals. Cmpse phne messages frm residents, families r health care prfessinals with regard t matters such as test results, prescriptin refills and referrals. ( 1) Cmpse s t cwrkers, health care prfessinals, and residents prviding r requesting infrmatin. ( 2) Cmpse letters t residents and family n behalf f health care prfessinals using infrmatin frm verbal summaries, handwritten ntes and/r machine dictatin ensuring that the infrmatin is accurate and cnveys the crrect intent. Ensure typgraphical and grammatical accuracy. ( 2) Cmpile minutes frm ffice and medical team meetings, summarizing infrmatin, nting decisins and flagging issues fr fllw up as apprpriate. ( 2) Design prcedures and guidelines t prvide assistance t cwrkers. Infrmatin included shuld be explicit and cncise t ensure clarity and minimize the ptential fr misunderstanding. ( 3) Dcument Use Research pharmaceutical names and infrmatin utilizing reference materials, such as the Cmpendium f Pharmaceuticals and Specialities (CPS). ( 1) Review labels n frms, cntainers and prducts t btain key infrmatin such as resident names r health insurance infrmatin. ( 1) Accurately enter data int frms, tables, lists and/r schedules. ( 2) Obtain data frm lists, tables, frms and schedules. ( 2) Update frms such as rder sheets, requisitin frms, cnsultatin requests, financial frms, etc. ( 3) Obtain required infrmatin frm dcuments such as faxes, reprts, invices, resident release frms, etc. ( 3) Cmputer Use Update resident infrmatin in facility databases. ( 2) Search facility databases fr infrmatin and print r display the required data. ( 2)

3 Perfrm administrative tasks using internet, such as nline banking, researching via search engines, etc. ( 2) Utilize sftware, fr activities such as bkkeeping, billing and accunting. ( 3) Create and maintain distributin lists and calendars as well as send and receive using prgrams. ( 3) Create and utilize spreadsheets including using frmulas. ( 3) Create letters, faxes and agendas, cmpile meeting minutes using wrd prcessing sftware. ( 3) Use ther varius cmputer and sftware applicatins. ( 4) Oral Cmmunicatin Interact with cwrkers and clleagues t share pertinent infrmatin. ( 1) Relay messages t supervisrs and cwrkers. ( 1) Obtain directin with regard t jb duties r specific tasks t be cmpleted. ( 1) Cmmunicate with residents and their family members. ( 2) Interact with cwrkers in a team r grup setting. This may include staff r team meetings r less frmal interactins. ( 2) Obtain prduct specificatins, pricing and delivery infrmatin frm suppliers. ( 2) Prvide training and supprt t junir team members. ( 3) Mney Math Prvide invicing infrmatin fr any prcedures r supprt nt cvered by health insurance plans. ( 1) Calculate and verify invicing infrmatin. ( 3) Scheduling r Budgeting and Accunting Create schedules and appintments fr internal resurces r facility administratr. This may invlve schedule adjustments due t cancellatins r ther unexpected events. ( 2) Calculate payrll, utility and tax accunts. This may include pensin plan cntributin calculatin, emplyment insurance fees and vertime and hliday premiums. ( 3) Organize and validate mnthly financial statements. ( 4) Data Analysis Ensure apprpriate stck levels are maintained. ( 2) Cllect and review peratinal data fr the facility. ( 3) Numerical Estimatin Estimate amunt f time required when scheduling based n previus experience. ( 1) Jb Task Planning and Organizing

4 Assign tasks t ther ffice staff. ( 2) Priritize jb duties with multiple nging demands such as incming calls, facility visitrs and assisting cwrkers and ther facility staff. Directin is received frm supervisrs as well as ther health care prfessinals. There is sme ability t determine task rder based n preference as lng as the established pririties are met. ( 2) Decisin Making Chse suppliers fr prduct and services ensuring budget and ptential future requirements are cnsidered. ( 2) Determine apprpriate tasks fr reassignment within the team giving cnsideratin t skillset and experience. ( 2) Prblem Slving Slicit assistance in clarifying infrmatin n resident recrds and crrespndence fr transcriptin. ( 1) Trublesht ffice equipment malfunctins and determine when it is apprpriate t request a service call fr repairs.( 2) Cmmunicate with aggressive r abusive residents r staff, defusing the situatin. ( 2) Identify discrepancies in financial infrmatin, such as bank statements, and ensure apprpriate fllw thrugh is initiated t reslve the issue. ( 3) Finding Infrmatin Lcate resident infrmatin in database. ( 2) Research medical and ffice prducts and services via internet as well as enquiry t suppliers. ( 2) Obtain cntact infrmatin fr health care prfessinals and facilities thrugh wrd f muth, directries and websites. ( 2) Utilize medical dictinaries and clleagues t btain spelling and definitin infrmatin fr medical terms. ( 2) Wrking with Others Perfrm sme tasks independently but crdinate wrk with ther heallth care practitiners and with ther secretaries. Interact with health care prfessinals t plan appintment schedules, frward messages and btain directins n jb tasks. Exchange infrmatin with nurses and ther health care practitiners. May supervise and train ther secretaries. Participatin in Supervisry r Leadership Activities Participate in frmal discussins abut wrk prcesses r prduct imprvement. Have pprtunities t make suggestins n imprving wrk prcesses. Mnitr the wrk perfrmance f thers.

5 Infrm ther wrkers r demnstrate t them hw tasks are perfrmed. Orient new emplyees. Assign rutine tasks t ther wrkers. Identify training that is required by, r wuld be useful fr, ther wrkers. Cntinuus Learning Maintain updated knwledge f ffice and health care prducts, materials, equipment and prcedures. Master new technlgies such as appintment scheduling and health care ffice management sftware. Acquire new learning thrugh discussin with supervisrs and c-wrkers, brwsing the Internet and reading gvernment bulletins, suppliers' brchures and sftware user manuals. Attend sftware training curses and seminars n tpics such as first aid, health and safety.