Clinic Clerical Assistant
Temporary-Full Time (Approx 12 months)
Neuro/MSK - Neurology Clinic
June 15, 2021
June 22, 2021
- The location of any vacancy/position may be changed or reassigned as per operational needs
The Unit Coordination Assistnat provides clerical support for reception; new referrals processing and information management; and patient adminstrative services, and performs other duties consistent with the job classification as required.. The successful candidate will demonstrate a commitment to valuing diversity and patient and family centered care.
Grade 12 education or equivalent is required.
A related College Diploma, knowledge of medical terminology and/or training in the medical secretarial field is required
Candidates must have a typing speed of 30 w.p.m.
Ability to manage the activities of the clinic registration area in order for the area to function as an effective, efficient communication centre and reception area
Knowledge of CVH procedures/guidelines/practices to manage patient registration and scheduling processes
Customer service skills to respond to telephone and in-person inquiries from patients, family and other internal/external customers
Recent clerical experience in a health care environment - ordering medical/surgical supplies, processing patient records/orders, filing reports, compiling statistical information, faxing, etc.
Current knowledge of the following Meditech modules is required: Admissions, Community Wide Scheduling, Order Entry/Management, PCI and Materials Management.
Ability to multi task
Excellent interpersonal, communication and organization skills
Satisfactory attendance and performance record required
JOB DUTIES & RESPONSIBILITIES:
Greets patients, visitors and staff, directing them to appropriate personnel and/or destination/room, providing assistance as required.
Registers patients, confirming/validating patient demographic, insurance (including OHIP) and other required information as appropriate.
Explains hospital/department policy and procedures to patients, visitors and staff as necessary (including infection prevention and control).
Answers the telephone, sends/received faxes, responding to enquiries within scope of authority, or, directing to most appropriate person.
Takes, prioritizes and relays messages for staff and/or patients. Locates staff, pages healthcare professionals as required.
Open, sort and distribute incoming mail and other materials.
New referrals processing and information management
Receives and logs incoming referrals, reviews for completion, follows up as required.
Creates and maintains charts. Ensures required forms are received, completed correctly and put into patient file.
Enters patient information and appointments into required databases, updates with appointment and other medical information
Makes reminder phone calls for next day appointments
Assists new patients completing required questionnaire, responding to questions within scope of authority.
Prepares and updates patient charts with lab reports, test results and other pertinent information. Scans and copies chart and other information as required.
Ensures patient discharged are processed and charts are sent to Health Records
Patient Administrative Services
Books outpatient new and follow up appointments, triaging referrals as appropriate. Cancels appointments and follows up with other patients for rescheduling of visit.
Explains test/visit preparations as required within scope of authority.
Liaises with internal departments and external healthcare facilities to book/cancel tests, appointments.
Books interpreters for patients as needed.
Arranges for transportation for patients as required (eg. those staying in nursing homes).
Transcribes and enters physician orders including medication, lab and imaging orders and other patient information into appropriate system
Enters data including appointment requests, discharge documentation, workload assessments as required.
Notifies appropriate personnel of patient movement, cancellations, appointments and other patient information in a timely and accurate manner.
Ensures efficient clerical administration and operation of the department within scope of authority
Prepares clinic lists, identifies orders needed as required.
Enters and maintains payroll records as required (include sick and vacation requests).
Creates and manages Physician booking as required.
Transcribes minutes and correspondence as required
Submits billings to CCAC, WSIB and other organizations as required
Responds to and prepares written correspondence in reply to requests for patient information from external institutions within scope of authority
Request/receives reports from external healthcare facilities as directed
Requisitions and maintains office/medical supplies; counts and labels inventory as required. May be required to stock unit carts and/or supply areas.
Processes routine financial transactions including unit supply/inventory purchase and charges for services/items not covered by patient's healthcare plan and provides invoice. Liaises with Accounts Receivable as required.
Performs cross-functional, and/or, other duties consistent with the job classification, as required.
Works in compliance of the Occupational Health & Safety Act and its regulations, reporting hazards, deficiencies and contravention’s of the Act, in a timely manner.
Internal Candidates who believe they possess the necessary qualifications and experience for this position and who have been in their current position for at least six (6) months are encouraged to apply.
To pursue this career opportunity, please visit our website:
Trillium Health Partners is an equal opportunity employer committed to fostering a healthy and positive work environment.
In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code Trillium Health Partners will provide accommodations throughout the recruitment and selection process to applicants with disabilities. If selected to participate in the recruitment and selection process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.
All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.
Trillium Health Partners is identified under the French Language Services Act.
We thank all those who apply but only those selected for further consideration will be contacted.