Medical Transcriptionist/Office Assistant

JOB OPPORTUNITY - Medical Transcriptionist/Office Assistant - Full-Time Permanent Position

Position Summary

As an integral member of the Business Transformation & Corporate Services Team, the Medical Transcriptionist provides administrative support to the medical staff, in order to document client care in a timely, effective and efficient manner. The incumbent provides transcription services and administrative support to all categories of staff, including Psychologist, Psychiatry residents, Child & Youth Counsellors, Social Workers, Nurses and Psychiatrists.

The incumbent works as an integral part of the team responsible for managing client care information and as direct impact on the day-to-day operations of compiling, preserving and disseminating information essential to the delivery of health services to the public.

Location: 227 Victoria Street, Toronto, ON
Status: Full-Time Permanent (35 hours/week)
Union/Non: This is a unionized position
Rate of pay: $25.86 per hour

This posting is for a replacement within our organization.

Accountability

Reports directly to: Manager, Corporate Services and Administration

Corporate Responsibilities

• Fosters positive and constructive interpersonal relationships with the Board of Directors, staff, volunteers, and clients, visitors, outside agencies, government officials and related professional associations.


• Maintains and adheres to all relevant legislation.


• Maintains and adheres to organizational policies and procedures.


• Abides by all Occupational Health and Safety Policies.

Job Responsibilities

Administration

• Prepare, edit, and format letters, reports and summaries for physicians  and upload them to the client management system (CYSIS), by pre-established deadlines




• Admission reports – within 24 hours


• Discharge letters/reports – within 7 days


• Psychiatric letters/reports – within 30 days


• Medical Consultation and Outpatient letters/reports – within 14 days




• File all reports in client files


• Upload on TREAT


• Manage Faxes


• Manage key systems, personal alarm devices, and access card allocation


• Track all documents on tracking priority spreadsheet


• Appointment scheduling for all outpatient clients

Transcription

• Transcribe admission and discharge summaries as required


• Recognize and highlight inconsistencies, discrepancies, and inaccuracies, missing information and flag for reporting physician and/or physician coordinators, as applicable.

Reports

• Edit and format reports for doctors:
  
  
  
  • Admission summaries
  
  
  • Discharge summaries
  
  
  • Transfer Summaries
  
  
  • Psychiatric assessments
  
  
  • Medical consultation notes
  
  
  
  


• Edit and format reports and return in either printed or electronic form to the doctors for review, correction and signature for inclusion in clients’ medical records


• Review and edit reports for spelling, grammar, clarity, consistency and proper medical terminology


• Send draft to doctor to review and make final changes, once they send back ensure that no other changes need to be made (final check)


• Once signed then email/fax out reports as required


• File in the paper chart and upload on TREAT

Admission/Discharge Processing

• Review and process client admission documents for accuracy


• Faxing of consent for disclosure forms


• Creating physical client charts and electronic client registration


• Disclosure of Discharge Summary documents to appropriate individuals


• Update the Unit Registry for Admissions and Discharges


• Generate client ID and admission labels 

Review Board

• Prepare client package for Review Board requests for lawyers, as requested




• Retrieve client chart


• Scan and print documentation in patient’s chart


• Notify lawyers once the package is complete

Release of Information

• Unarchive client charts from third-party storage as needed to scan and send information for ROI requests


• Document and maintain information requests in the PHI Release log


• Prepare release of information package for the Privacy Officer to sign off


• Release the package via fax or email as appropriate


• Upload the package to TREAT


• Process Subpoena requests as directed by Privacy Officer


• Release the Discharge Summaries and update the registry

Other Duties 

• Act as backup to Receptionist at 227 Victoria and 229 Yonge Street; covers lunch and other absences, as required


• Assist staff with various documents using MS Office, filing paper chart and manage electronic files


• Email reports to caregivers in accordance with PHIPA


• Other office duties as required (faxing and completing paperwork for doctors as required)

Qualifications

• Successful completion of a post-secondary degree in the health/life sciences or in medical office administration.


• Minimum 1 to 2 years of experience in related field.


• Ability and experience working in a busy, fast-paced environment.


• Proficient in typing (over 60 wpm), including MS Office suite and must be technologically savvy.


• Excellent at multitasking, setting priorities and meeting urgent/stat requests.


• Knowledge of medical terminology, anatomy, diseases, symptoms and medications a must.


• Excellent verbal, written and telephone communication skills.


• Exceptional organizational skills


• Willing to perform additional duties as assigned.


• Exceptional interpersonal skills, with the ability to deal with clients and staff in a professional and courteous manner, and to develop and leverage professional working relationships.

About Youthdale Treatment Centres

Youthdale (https://www.youthdale.ca) provides comprehensive, integrated mental health services to children and their families, connecting them with the right programs and services, both at Youthdale and in their communities. We meet the complex needs of children and youth with a team of highly skilled and dedicated psychiatrists, psychologists, neurologists and neuropsychologists, social workers, nurses, and child and youth workers. To know more about us and the amazing work that our team does, please visit https://www.youtube.com/@youthdale-ca.

Application

At Youthdale, we are committed to fostering an inclusive and accessible environment. We are dedicated to building a workforce that reflects the diversity of the community in which we live and serve. Youthdale is committed to providing accommodation in all parts of the hiring process. If you require an accommodation, we will work with you to meet your needs.

Please apply with an updated resume by January 26, 2026

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