Job Posting: 898429
Position: Administrative Assistant I, Medical
Site: Toronto Rehabilitation Institute – University Centre
Department: Schroeder Pain Assessment and Rehabilitation Research Centre (SPARC), KITE Research Institute
Reports to: SPARC Program Manager and SPARC Clinical Director
Hours: 37.5 hours per week; Mondays - Fridays
Pay Scale: $20.86 to $26.08 per hour (Commensurate with experience and consistent with UHN Compensation Policy)
Status: Permanent Full-Time
University Health Network (UHN) is looking for an experienced professional to fill the key role of Administrative Assistant I, Medical in our SPARC Clinic.
Transforming lives and communities through excellence in care, discovery and learning.
The University Health Network, where “above all else the needs of patients come first”, encompasses Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre, Toronto Rehabilitation Institute and the Michener Institute of Education at UHN. The breadth of research, the complexity of the cases treated, and the magnitude of its educational enterprise has made UHN a national and international resource for patient care, research and education. With a long tradition of groundbreaking firsts and a purpose of “Transforming lives and communities through excellence in care, discovery and learning”, the University Health Network (UHN), Canada’s largest research teaching hospital, brings together over 16,000 employees, more than 1,200 physicians, 8,000+ students, and many volunteers. UHN is a caring, creative place where amazing people are amazing the world.
KITE is the research arm of Toronto Rehab and one of the principal research enterprises of UHN, Canada’s top medical research hospital. Together, KITE and UHN are committed to transforming lives and the communities we serve through excellence in care, discovery and learning, while helping build A Healthier World.
SPARC, the Schroeder Pain Assessment and Rehabilitation Research Centre, will be a clinical-research interdisciplinary platform for the investigation of pain disorders involving research with backgrounds in biomedical engineering, physical medicine and rehabilitation, clinical epidemiology and kinesiology. SPARC is looking for an experienced professional to join this interdisciplinary team as a Medical Administrative Assistant I. This individual will exercise judgment and independence under the direction of the SPARC Clinical Director and SPARC Program Manager to provide secretarial and administrative support services to this multidisciplinary team, which includes other administrative assistants, clerical staff and service coordinators. The role will require you to interact with patients, clinicians, learners/ trainees, researchers, management and other administrative/clerical staff.
Ensuring the efficient operation and organization of the program and patient activities
Booking patients for individual clinic appointments; making reminder calls/ sending reminder e-mails including patient pre-appointment questionnaires; responding to patients’ calls and voicemails.
Rescheduling clinic patients if cancellation occurs
Preparing patient clinic list prior to clinic
Transcription and preparing letters and insurance forms, as assigned
Handling queries and questions from patients, other clinicians, internal and external stakeholders in a professional, courteous and timely manner or redirecting to appropriate person
Coordinating clinic room bookings and clinician scheduling; assisting with patient check-in, set-up and take-down of consult rooms during clinic
Maintaining patients' records (electronic and paper)
Collecting and cross-referencing information in electronic databases and tracking forms, producing program patient activity reports
Using advanced word processing to facilitate the production of patient reports and other documents/materials, as assigned
Managing the flow of documentation through the program, including using knowledge of medical terminology and discretion to alert physicians or clinicians to diagnostic reports that require priority attention
Managing patient billing and reconciliation, as required
Performing clerical and administrative support functions to the SPARC team, as assigned
Performing cross-functional responsibilities, as required
Performing other duties consistent with the job classification, as assigned
Completion of a recognized medical office program at the diploma level
At least one (1) to two (2) years of related medical secretarial experience
Comprehensive knowledge of health care legislative policies, organizational/program practices, procedures and standards
Knowledge of medical terminology required
Extensive on-the-job computer/word processing, database and spreadsheet software
experience required; advanced experience in a Microsoft Office environment required
Excellent written and verbal communication skills, strong customer service skills
Excellent organization and prioritization skills with the ability to perform multiple concurrent tasks with a high degree of attention to detail
Previous experience with patient booking, strong knowledge of Microsoft Outlook
Ability to learn quickly and work independently
Excellent interpersonal skills, must be a team player
Ability to maintain confidentiality as per UHN, legislative (PHIPA) and departmental policies
Ability to perform duties in a professional and courteous manner and produce high quality work while meeting deadlines in accordance to UHN standards
Client service oriented, with the ability to effectively work with diversity and appreciate that people with different opinions, backgrounds and characteristics bring richness to the challenge or situation at hand
Previous experience working in an academic teaching hospital is an asset
Vaccines (COVID-19 and others) are a requirement of the job unless you have an exemption on a medical ground pursuant to the Ontario Human Rights Code.
Posting Date: May 20, 2022 Closing Date: Until Filled
For current UHN employees, only those who have successfully completed their probationary period, have a good employee record along with satisfactory attendance in accordance with UHN's attendance management program, and possess all the required experience and qualifications will be given first consideration.
University Health Network thanks all applicants, however, only those selected for an interview will be contacted.
UHN is a respectful, caring, and inclusive workplace. We are committed to championing accessibility, diversity and equal opportunity. Requests for accommodation can be made at any stage of the recruitment process providing the applicant has met the Bona-fide for the open position. Applicants need to make their requirements known when contacted.