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Departmental Medical Secretary, BC Children's & Women's Health Centre, Vancouver BC

Departmental Medical Secretary,

BC Children’s & Women’s Health Centre,

Vancouver, BC


As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.


The Department Medical Secretary provides support to the technologists and Medical Director by performing clerical duties such as patient scheduling, transcription, typing and reception functions.


What you’ll do


  • Schedule patient appointments for 25 diagnostic tests or combinations thereof. 
  • Give family appropriate preparation instructions for each procedure. 
  • Confirm outpatient appointments.
  • Prepare daily patient schedule summarizing appointment times, patient names and procedures.
  • Perform reception duties by answering and responding to telephone enquiries, taking messages and redirecting calls when necessary. 
  • Receive and direct patients and caregivers.
  • Sorts and distributes incoming mail.  Processes outgoing mail.  Utilizes facsimile machine and e-mail for document transmission.
  • Prepare patient files for technologists by obtaining requisitions, locating previous reports and attaching the appropriate forms, ensuring that clerical portions of forms are completed.
  • Transcribe reports for all Diagnostic Neurophysiology procedures utilizing customized clinical management system and other applicable software.
  • Distribute test results to referring physicians. 
  • Maintain departmental patient reports and consultation files.
  • Prepare and submit billing information for all outpatient testing to Finance Department.
  • Take minutes at weekly Department meetings. Post minutes for staff review and files appropriately.
  • Type a variety of material including consultation reports, letters, memoranda, abstracts, research papers and articles for publication from dictation or rough draft utilizing available software.
  • Maintain department files and records such as correspondence, journal reprints and teaching materials. Send and retrieves items to/from offsite storage.
  • Create department forms such as information pamphlets, test worksheets, requisitions, tables and charts utilizing appropriate software.
  • Act as a resource person for technologists and assists with utilizing computer applications for posters and presentations.
  • Carry out projects to update/improve departmental workflow and/or technical/computer skills under the supervision of an administrative secretary.
  • Perform other related duties as required.


What you bring


Education, Training and Experience

  • Grade 12, graduation from an approved program in medical transcription and one year’s recent, related experience or an equivalent combination of education, training and experience.


Skills & Knowledge

  • Ability to keyboard at 60 w.p.m.
  • Ability to communicate effectively both verbally and in writing.
  • Ability to deal with others effectively.
  • Physical ability to carry out the duties of the position.
  • Ability to operate related equipment.
  • Ability to organize work.
  • Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC (2015) and BC's Declaration on the Rights of Indigenous Peoples Act (2019).
  • As a strong asset for consideration, we are looking for our successful candidate to have; knowledge of social, economic, political and historical realities impacting indigenous communities and familiarity with Indigenous Cultural Safety and anti-racism and accompanying reports (BC DRIPA, TRC, etc.).



What we bring


Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That’s why we’re focused on your care too – offering health, wellness, development programs to support you – at work and at home.

  • Join one of BC’s largest employers with province-wide programs, services and operations – offering vast opportunities for growth and development.
  • Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San’yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
  • Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
  • Annual statutory holidays (13) with generous vacation entitlement and accruement.
  • PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
  • Perks include access to fitness classes and discounts to 350 BC-wide recreational programs, travel, technology, car and bike sharing, and more.


Job Type: Temporary Full-Time
Oak Street, Vancouver BC
Hours of Work:
0637-1630, 4 days/week with rotating flex day (EDO)
Requisition #


What we do



BC Children's & Women's Health Centre is part of the Provincial Health Services Authority (PHSA). BC Children’s Hospital (BCCH) provides care for the most seriously ill or injured children and youth from across British Columbia. BC Women's Hospital & Health Centre (BCW) is dedicated to improving the health of women, newborns and families through a comprehensive range of services, research and education.


The Provincial Health Services Authority (PHSA) plans, manages and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province. Our values reflect our commitment to excellence and include: Respect people – Be compassionate – Dare to innovate – Cultivate partnerships – Serve with purpose.


Learn more about PHSA and our programs:


PHSA and BC Children's & Women's Health Centre are committed to employment equity, encouraging all qualified individuals to apply. We recognize that our ability to provide the best care for our diverse patient populations relies on a rich diversity of skills, knowledge, background and experience, and value a safe, inclusive and welcoming environment.


ATTN: PHSA Employees:


To be considered as a PHSA employee (internal applicant) for this position, you must apply online via your internal profile at    


Please note the internal job posting will no longer be accessible after the expiry date of March 3 2023. If the internal job posting has expired, please contact the Internal Jobs Help Desk and advise that you would like to be considered as a late internal applicant for this position. Please do not apply for the external job posting.


If you have not registered your internal profile, a password is required to log in for the first time. To obtain your password, please contact the Internal Jobs Help Desk at 604-875-7264 or 1-855-875-7264. Please note regular business hours are Monday – Friday (excluding stats), 8:30am to 4:30pm. For inquiries outside of regular business hours, please email the Internal Jobs Help Desk at and a Help Desk Representative will contact you the next business day.