CLINIC COORDINATOR- DermAtelier on Avenue
Ypur role is that of the clinic “Quarterback” and with responsibility for the administrative, budgetary and supervisory aspects of the medical and cosmetic realms of the practice.
This is a 12-month maternity leave contract; the option to remain on staff will be considered before the time of contract expiry.
You will oversee day-to-day operations to ensure efficiency and smooth work flow. You are required to be familiar with “front office” administrative operations and “back office” clinical operations and to be fully conversant and knowledgeable in respect of:
Professional Qualifications
- Experience with electronic practice management and medical records systems a must – specifically operation of Accuro and all of its administrative functions
Including but not limited to:
- creation and editing of “Forms”;
- review of Remittance and rejected OHIP payment claims from the MOHLTC (Ministry of Health & Long-Term Care);
- correction of rejected OHIP payment claims
- Privacy obligations with respect to “Personal Health Information” as defined in the Personal Health Information Protection Act, 2004, and any other statutory privacy obligations.
- OHIP remuneration submissions, transmissions, corrections
- Operate third party payment and reward systems (e.g. Square, CRM Customer Relations Management, etc)
- Full competency with Microsoft Word; Microsoft Excel,HUBDOC (bookkeeper receipt upload system); Google Drive; JotForm, OOMA phone.
Professional Qualities
- Ability to prioritize tasks and goals based on importance and acuity
- Active listening, effective verbal and written communication in a timely manner
- Competence, consistency, reliability evidenced by organization of clinic operations
- Ability to remain calm in pressured situations and when communicating with patients
- Highly responsive to requests for medical and cosmetic services in an expedient, productive and efficient manner
- A commitment to staff training and team building to assure responsiveness and adaptation to growing dermatologic services
- The strongest possible commitment to high quality care and customer service
Personal Qualities in the Professional Setting:
- Flexibility & Adaptability: able to shift roles and priorities depending on the needs of the clinic
- Team player mentality
- Courteous communication with assertiveness
Supervisory Duties including, but not limited to:
- Onboarding new staff (Clinic orientation; Tax forms; Direct Deposit; Accuro training; uniform orders)
- Ensure functionality of administrative staff (day to day clinic operations; Accuro functions; responses to patient queries; customer relations) during and after training
- Ensuring completion tasks assigned to staff as per Accuro task system
- Log of Staff Vacation requests and vacation days taken
- Anticipate and Order clinic supplies as the need arises
- Manage Supply inventory
- Lead patient escalations with the goal of resolving challenging situations professionally
Administrative Duties including, but not limited to:
- Support clinic staff including Dermatologist (e.g. stocking room supplies, reviewing appointment schedule, tidying exam room after a clinic appointment)
- Obtain test results and documents to facilitate patient care when needed (including biopsy reports; referral consultation letters, imaging results)
- Interact with pharmaceutical staff for obtaining supplies, product samples, meetings
- Assure effective, high quality daily operations for dermatologists, administrative staff, registered nurse (RN), clinical trials coordinator
- Produce weekly “To-Do List” email for administrative & nursing staff
- Participate in interviewing and training subsequent administrative employees
- Perform daily operations as per the DermAtelier on Avenue office practice manual
- Answer phone and patients’ phone queries
- Maintain clinic email account and address email queries where appropriate
- Support appointment booking for phone, email, e-fax requests
- Support appointment confirmation service used (E.g. online, telephone, text)
- Verify patient contact and health card information for correct entry into the EMR
- Providing support to patient questions re: clinic retail products
- Bi-weekly payroll & commission tracking/submission
- Monthly generated physician OHIP & Private-pay/Cosmetic Invoices
Income & Inventory Oversight
- MOHLTC MC EDT submission as per monthly deadlines
- Review and revise RA submission errors and rejections to ensure payment
- Use point-of-sale hardware and software to process private payments (e.g. Debit)), generate revenue reports, modify revenue/ retail codes as needed
- Maintain monthly inventory records & supplies ordered for the clinic including Medical supplies, Cosmeceuticals, Injectables
Clinic Operations as the need arises
- Daily and weekly clinic maintenance when necessary (e.g sweeping common areas, watering plants, shoveling walkway)
- Follow and implement the clinic's COVID-19 protocol for proper distancing, screening and monitoring of patients and staff, and cleaning of equipment
- Liaising with party services to ensure correct ordering, timely delivery of services, and seamless operation as per existing contracts
- Cryotherapy delivery
- Sharps / needle disposal
- Cleaning Services
- Histopathology / Dynacare
- Medical supplies
- IT services (BlueBird, Bell)
- Website designer / content creator
- Retail providers and Cosmeceutical vendors
- Run Sterilizer when required
Pay: $72,000.00-$75,000.00 per year
Benefits:
- Casual dress
- Discounted or free food
- Flexible schedule
- On-site parking
- Profit sharing
- Store discount
Work Location: In person
