Medical Secretary

Medical Secretary (Full Time, Contract)

Salary: $37,855 per annum
FTE Status: 1.0 FTE (37.5 hours/week)
Duration of Position: January 2020 – May 2020 (Contract)


Planned Parenthood Toronto is a fully accredited community health centre that provides primary health care services to youth 13 to 29 years as well as health promotion programming, education, training and research to improve the health and well being of Toronto’s diverse communities. We are currently seeking a Medical Secretary to work 37.5 hours (1FTE) a week for a four month contract.


The Medical Secretary is responsible for administrative duties related to sending and following up on referrals, lab tracking, medical supplies, supporting reception when needed, providing lab results to clients, and stocking hormonal and non-hormonal birth control. The Medical Secretary also works with the Director of Community Health Services to maintain electronic health records.



  • Perform clinical referrals (excluding non-insured prenatal referrals) under the direction of the clinical staff, ensuring follow-up to all referrals; prepare referral and consultation letters as directed; maintain an up-to-date resource and referral directory
  • Scan paper and electronic lab results and file HIV results in accordance with the policy
  • Work collaboratively with the clinical staff to maintain a system for lab follow up and abnormal results follow up
  • Restock medical supplies, birth control supplies and other supplies in exam rooms and waiting room on a daily and weekly schedule
  • Ensure that investigation and follow-up on all health card issues are completed
  • Prepare ECP, Flagyl, Pregnancy Testing Kit packages on a regular basis
  • Ensure that compassionate stock, condoms and lubrication are maintained and dispensed according to PPT guidelines
  • Provide diagnostic results to clients as directed by a clinician
  • Clean, sterilize and autoclave medical instruments including speculums
  • Perform weekly maintenance on the autoclave, ensure there is a log of all items sterilized
  • Perform medical supplies inventory and submit to the Clinic Coordinator for ordering
  • Prepare IUD insertion kits as needed
  • Create and update client information in EMR
  • Participate in chart audits
  • Act in accordance with PPT’s Vision, Mission, Equity Vision, Values and Principles, and Policies and Procedures
  • Work in alignment with the agency’s strategic plan
  • Demonstrate openness and responsiveness to emerging client and community needs as identified by the agency
  • Actively participate in agency’s accreditation process as directed by the Executive Director
  • Actively participate in quality improvement activities and support a culture of quality improvement throughout the organization
  • Contribute to a culture of philanthropy at the agency that may include participating in fundraising initiatives and/or acting as ambassadors for the agency
  • Available to work some evenings and weekends as required
  • Attend the agency’s Annual General Meeting
  • Other duties related to the role or based on agency need, as required


  • Minimum 2 year community college diploma in a related field with 1 – 2 years’ experience in a similar role OR 3 – 5 years’ experience in a similar role
  • Strong knowledge of administrative and organizational systems
  • Demonstrated proficiency and knowledge using MS word, Word Perfect, database software, email and internet
  • Knowledge of Nightingale on Demand an asset
  • Knowledge of sexual health and community resources an asset
  • Experience working with youth or in a youth-centred environment an asset
  • Commitment to pro-choice philosophy
  • Demonstrated commitment to equity goals and principles, to sexual and reproductive rights, to being youth positive, 2SLGBTQ positive and sex positive and to being inclusive of diverse sexual and gender identities
  • Commitment to working from a community development perspective
  • Commitment to working cooperatively in a community-based setting as part of an inter-disciplinary team
  • Excellent written and verbal communication skills
  • Proficiency and experience working in a computerized environment

Please forward letter of interest and resume by noon on Wednesday, January 22nd, to:


Hiring Committee (Medical Secretary)

Planned Parenthood Toronto

36B Prince Arthur Avenue

Toronto, ON M5R 1A9

Fax: (416) 961-2512



PPT is committed to equity, diversity, and inclusion and to building an organization that reflects the communities we serve. We encourage applications from members of Black, Indigenous, and racialized communities; Two-Spirit, non-binary, trans, lesbian, gay, bisexual and queer people; disabled people; youth; and members of other equity seeking groups.

We thank all applicants for their interest.  Only those selected for an interview will be contacted.  No phone calls please.

 PPT welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates selected for an interview and for all aspects for the selection process. If an applicant or a successful candidate requests an accommodation, we will discuss their needs with them and make adjustments to support them. We regret to inform that PPT is not a wheelchair accessible space.

Please note that as a condition of employment, the successful applicant must complete a Criminal Record Check.