Program Secretary - Respiratory Medicine

From U of M Internal Medicine Wiki

The Program Secretary - Respiratory Medicine provides secretarial support for the Section of Respiratory Medicine. See #Responsibilities.

The roles are currently held by:

At the Health Sciences Centre there are 3 secretaries in the Section of Respirology, the other secretaries are Rita Greco and Sara Harms. Rita Greco provides admin support for Dr. Steven Mink and Sara Harms provides admin support for the section head, Dr. Martha Ainslie and for 4 respirologists, Dr. Eleni Giannouli, Dr. Clare Ramsey, Dr. Zoheir Bshouty, and Dr. Nancy Porhownik. Michelle provides admin support for 6 respirologists, Dr. Stephen Corne, Dr. Wayne Kepron, Dr. Musawir Ahmed, Dr. Marcus Blouw and Dr. Angela Desautels.

Currently at the St. Boniface Hospital there is a vacant half-time position secretary for 3 respirologists, Dr. Martha Shepertycky, Dr. Gregg Eschun and Dr. David Christiansen.


Responsibilites

Telehealth Policy & Procedure

Telehealth Access Policy & Procedure

Physicians Calendars

She maintains the respiratory physicians calendars for clinics, UGME and PGME teaching and rounds, and various business meeting requests.

Physician Billings

Physician Billing Services

The billings are couriered to MD Practice Solutions usually on a weekly basis or at month's end. Some billings are scanned or photocopied as requested.

Faxing

Insurance paperwork and prescriptions are faxed by the respiratory secretary.

Away Memos

In advance of the physician's absence from HSC, the respiratory secretary will send out a memo stating the away dates and who will be providing any coverage during their absence. The shared drive has individualized memos for each physician's list of notifications.

A general respiratory absence memo can be sent to the following by either email or fax:


Respiratory Section Members (by email)

Respiratory Fellows (by email)

Respiratory Outpatients Department (Fax 787-2420)

Respiratory Outpatient Nurse Clinicians (by email)

Respiratory Secretaries (by email)

Jenelle Partridge, Manager of Patient Care, GH6 (by email)

Respiratory Medical Staff, GH6 (fax 7-3526)

Adult Medical Admissions Department, MS193 (Fax 787-1286)

Health Sciences Centre Switchboard, MS108 (Fax 787-3530)

Medical Information, MS149B (Fax 787-5002)

MD Practice Solutions (by email)

Holly Thibert, Education Coordinator (by email)

St. Boniface Hospital Paging (fax 204-231-3492) if applicable

Misericordia Sleep Centre (204-779-8657) if applicable

Home Oxygen (204-940-6691) if applicable

It is helpful to provide in the subject line the dates the physician will be away.

example: Dr. Martha Ainslie's absence memo - away dates Feb 18 - 25, 2019

RSOPD Calendar

BothSara Harms, Michelle Wojnowski also manages the clinic cancellations and changes through the Respiratory Clinic calendar. All requests are emailed and changes are noted on the calendar including the NEW weekly urgent clinics. Emails are sent to the respiratory clinic clerks of any changes to the calendar to keep them up to date.

Confidential Waste

Confidential waste

There is a locked confidential waste bin on RS3. The secretary disposes confidential mail from the physician offices into the hallway bin for proper disposal. Pick up is every Thursday.

Respiratory Boardroom Bookings

She manages the calendar along with Sara Harms for the RS205 Respiratory Boardroom at the Respiratory Hospital. This boardroom has a computer with internet connection and telehealth. Emails are sent to either Michelle or to Sara Harms to book telehealth or meetings.

Telehealth Schedule for RS205 Boardroom

Either Michelle or Sara prints off the boardroom calendar for each week and includes from MB telehealth the codes for all telehealth links. This copy is placed in the boardroom for easy access to the codes for each session.

Bronch/EBUS Availability Schedule

She sends out every Friday from the EPR calendar the available slots for bronchoscopy and EBUS procedures for the following week. The email is sent to the physicians on-call and night/weekend on-call and as well to the section of Thoracics. Also copies the clerks in respiratory clinic who can make changes as necessary after the email is sent out.

Pleurx Patient List

The pleurx patient list is a yearly list of all the pleurx insertions and removals performed by Dr. Martha Ainslie at the Health Sciences Centre. The list keeps track of either the right or left insertion and patient demographic information. The list is sorted by dates, newest to oldest for each year.

Cystic Fibrosis List

Michelle provides admin support for Dr. Wayne Kepron who is the Medical Director of Adult Cystic Fibrosis Clinic(CF) at the Health Sciences Centre since 1988. The CF Patient List is updated regularly on an excel spreadsheet documenting the patients of Manitoba with CF in alphabetical order with their demographic information as well as their genetic mutation if known and their family physician.



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