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medical secretary

Posted on June 01, 2026 by Employer details Envision Mind Care

Job details

_Medical Secretary for Mental Health Clinic _ *Our Clinic* Envision Mind Care a private mental health clinic at Windermere is looking for a Medical Secretary to join our team. Envision Mind Care specializes in providing therapeutic mental health care for professionals and their families. Our vision is to provide quality care to clients so that they can improve cognitive capacity and regain productivity within their professional and personal lives. The clinic offers an evidence-based approach covering a wide gamut of treatments from cognitive assessments, learning disability assessment, cognitive testing, ADHD, assessments for autism spectrum disorder, capacity assessments, and brain training. Additionally, the clinic will provide exciting new treatments for depression using Transcranial Magnetic Stimulation (TMS) and intranasal ketamine. *Job Summary* The Medical Secretary provides secretarial and administrative support in the front office including many patient-facing responsibilities. Consequently, the ideal candidate possesses excellent oral communication skills along with a genuine desire to see that patients receive the care they require. The position is best suited for a person who is proactive in their responsibilities, can self-manage, empathizes with clients, and recognizes situations that they should handle independently, and conversely, when they need to involve other staff. Envision Mind Care is a unique brand in the field of psychological services and treatment, and there exists an opportunity for the candidate to grow in the position as well as develop their skills. It is also a rewarding and challenging position that has a direct impact on the tone and flow of the clinic. *Duties* * Provides in-person and telephone reception to patients and family members; receives and directs all incoming calls and inquiries to the appropriate person, escalating as required. * Provides general information to the public regarding access and services provided at the Envision Mind Care ensuring all interactions are professional, courteous, and efficient. * Register patients, ensuring accuracy and completion of paperwork and information entered into the electronic record system. * Receives, verifies, scans and files incoming patient documents; prepares the patient chart and ensures relevant information is included for clinician review. * Uses appropriate cash handling procedures to receive and process payments using a Point-of-Sale system (ATM), online transactions, generates receipts, and reconciles daily receivables. * Communicates with insurance providers regarding invoices. * Scheduling, confirmations, and management of patient appointments and ensures patients are notified of same (electronically and/or via phone) * Modifies or changes clinician schedules as requested and provides timely notification to affected patients. * Maintains databases and provides reports as required. * Performs blood pressure and pulse reading. * Ensures reception area remains stocked, tidy, and organized for maximum efficiency. * Ensures that office equipment is functioning and initiates equipment repairs and maintenance electronically by informing relevant IT system providers. *Qualifications* * Medical Office Assistant Diploma preferred, minimum High School Diploma * 1-year of related experience in a similar role, preferably direct patient contact such as Nursing or Psychology. * Experience with Electronic Medical and/or Health Record considered an asset. * Knowledge of medical terminology * Excellent communication skills (verbal and written) * Attention to detail and high degree of accuracy in data entry, editing, and proofreading. * Excellent interpersonal skills with commitment to customer-service * Ability to work independently and as part of a team. * High degree of professionalism, tact, and diplomacy with the ability to maintain confidentiality. * Organizational and time management skills with the ability to prioritize in a fas