Reception & Referral Coordinator
Department: Operations
Reports To: Clinic Lead – Surrey
Location: Surrey
Work Schedule: 7:15am – 3:15pm Monday-Friday
Overview:
Supporting the Vision, Values, Purpose, and Commitment of Olive Fertility Centre:
Reporting to the Clinic Lead - Surrey, the Receptionist & Referral Coordinator is pivotal to the organization – this being the first voice, and first face new patients will see.
Key Areas of Involvement Include:
Referral Co-Ordinator
· Triaging new referrals to determine what testing patients need to do.
· Booking new patient consultations for specific physicians based on patient history.
· Uploading all patient requisitions and managing patient portal and CNP access.
· Sending out Welcome emails and assisting patients with initial testing.
Reception
· Greeting and checking-in patients as they enter the clinic.
· Taking webcam photos of all new patients and ensure they are accurately set up in the patient’s demographics folder in the company Electronic Medical Records program.
· Copy/scanning each patients’ provincial healthcare card and driver’s licence.
· Providing consents and information sheets and provide urine collection kits for minor procedure patients.
· Tidy waiting room as needed.
· Alerting personnel of visitors/patients to see them.
· Pulling next day’s appointment schedule and prep daily schedule.
· Arranging courier service for pickups.
· Accepting and confirming delivered packages; including verifying all supplies are present and notifying the Accounting Department of any missing items.
· Answering and triaging incoming calls with a pleasant, accommodating, and professional demeanour.
· Providing referral and clinic facility information to callers ensuring correct information is imparted in a professional, caring manner.
Document/Chart Maintenance
· Processing Medical Records requests and sending required documentation.
· Processing Obstetrical Referrals and sending required documentation.
· Scanning all paper reports/results/consents for Surrey related patients.
· Scanning and updating status for Electronic Communication Consents.
· Linking results as needed.
· Document management back-up for other clinical sites as needed (Chart transfers, e-filing, KRFC charts).
Accounting Coverage/Back-up
· Taking payments.
· Initiating invoices.
· Covering lunch breaks and provide support during sick calls/vacations.
Other Tasks
· Once adequately trained with a foundational understanding of fertility treatment, cross training to support the Surrey Patient Care Coordinator’s during vacation and sick calls will be provided.
· Participating in departmental meetings and in-service education sessions as required.
· Perform other related duties as assigned.
Qualifications:
Education, Training and Experience:
· Grade 12 graduation.
· Minimum of two (2) years related experience.
Skills and Abilities:
· Demonstrated ability to prioritize and multi-task.
· Exceptional communication skills.
· Positive, friendly, and professional demeanour.
· Proficiency with answering multi-line switchboard without losing calls or missing calls.
· Exceptional communication skills.
· Ability to remain aware of other team members and to adjust workload to assist when required.
· Demonstrated ability to work independently and as a member of a multi-disciplinary team.
· Proficient with computers and applicable software applications, including EMRs and MS Office.
· Strong work ethic.
· Ability to speak and write fluently in English.
· Able to lift and carry up to 25lbs.
Job Types: Full-time, Permanent
Pay: From $24.50 per hour
Expected hours: 37.5 per week
Benefits:
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Flexible schedule
- Life insurance
- Paid time off
- RRSP match
- Tuition reimbursement
- Vision care
- Wellness program
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Ability to commute/relocate:
- Surrey, BC V3V 0C6: reliably commute or plan to relocate before starting work (required)
Education:
- Secondary School (required)
Experience:
- Reception: 1 year (required)
Work Location: In person
