Medical Office Assistant/Receptionist, Urgent Primary Care Centre-Langley

Detailed Overview

Reporting to the Manager, Clinical Operations or designate, this position provides administrative day-to-day support to the Urgent Primary Care Centre ( UPCC or Centre ), and as the first point of contact with clients and their families, provides a key role in ensuring a safe and welcoming environment for all individuals through a positive, customer-service oriented and client-focussed approach.

The Centre provides urgent care to clients and longitudinal primary care to unattached vulnerable clients in the assigned area.

The Centre provides clients, families and caregivers with ease of access to timely, person-centred, continuous and culturally safe quality health services.

Performs duties such as front desk reception interacting directly with clients who have highly complex medical and social needs, registering new clients and booking appointments and referrals, establishing and maintaining charts and chart organization including requests, maintaining database(s) and maintenance of electronic client case load, typing material utilizing word processing software, setting up and maintaining the filing systems, processing incoming and outgoing mail, faxes, reports / records and internal and courier documents, arranging meetings / special functions, and operating office equipment.

As a member of an interdisciplinary team, ensures clients and their family members are supported in navigating the health care system.

Responsibilities Provides reception services by performing duties such as operating a multi-line switchboard or phone, registering new patients, booking appointments, following up on physician / nurse practitioner orders regarding referrals and diagnostic tests, interdisciplinary team members orders, answering / directing incoming calls for staff, taking messages, answering routine inquiries and providing information of a general nature regarding the Centre, receiving visitors, and referring to appropriate areas.

Contacts other hospitals / organizations to obtain information as required. Provides administrative duties such as preparing correspondence, reports and documents from handwritten draft, general instruction or transcribing, inputting client information, and maintaining registers utilizing various software and systems.

Prepares various informational / resource packages by designing, updating, photocopying and collating packages / brochures for distribution to the patient and / or family.

In the course of completing duties to the Centre, assists the clients to feel safe and at ease through a welcoming, client-centered approach, focussing on client comforts.

Collects data from various sources, enters data into computerized systems and ensures data is kept up to date. Gathers, compiles, and retrieves information as required and prints related reports.

Sets up and maintains the client and administrative filing system, according to policies and procedures designed to protect confidentiality, for a variety of records such as correspondence, reports, minutes, and directories by performing duties such as creating and labeling files, developing forms, indexing materials and filing.

Processes incoming and outgoing mail, faxes, reports / records, internal and courier documents by performing duties such as receiving, recording, date stamping, sorting and distributing mail to appropriate personnel and preparing outgoing mail for pickup or shipping as required.

Signs for receipt of packages and shipments. Processes financial information such as payroll, accounts receivable, billing, and / or accounts payable, by performing duties such as entering and updating records using a computerized system, calculating client billing totals, matching documents such as invoices to purchase orders, preparing invoices and receipts, verifying information such as quantities and prices, and preparing payments.

Performs general staffing and timekeeping functions such as calling in relief staff from a pre-established list, tracking hours worked, and reviewing timesheets for accuracy.

Maintains levels of stationery, office supplies and resources according to pre-determined levels by methods such as photocopying, completing requisitions for signature and forwarding approved requisition to appropriate personnel.

Arranges meetings / special functions as directed by performing duties such as booking meeting rooms, arranging catering, contacting appropriate personnel, sending invitations, typing and circulating notices and / or agendas from written drafts, and recording and distributing minutes.

Operates office equipment such as photocopiers, shredders and fax machines and carries out minor maintenance such as loading paper, removing paper jams, cleaning glass, and changing toner cartridges.

Refers further maintenance required to the Manager. Liaises with staff of health care and social service organizations, as well as general practitioners' offices to provide program-related information.

Cleans and organizes office supply areas, clinic rooms, medical equipment and instruments in accordance with established procedures, as assigned.

Performs other related duties as assigned. Qualifications Education and Experience Grade 12, plus completion of a Medical Office Assistant diploma plus one year of recent related office / clerical experience or an equivalent combination of education training and experience.

Skills and Abilities Ability to type 40 wpm. Ability to communicate effectively both verbally and in writing in English.

Ability to work effectively with the multi-disciplinary team and be a self-starter. Ability to deal effectively with others.

Effective interpersonal skills. Ability to deal effectively in conflict situations. Ability to exercise sound judgement.

Ability to organize work and establish workload priorities in collaboration with others. Ability to take initiative. Ability to work independently and in collaboration with others.

Ability to use applicable computer equipment and software at a basic level. Working knowledge of iPHIS. Working knowledge of general office practices and procedures and their application.

Knowledge of relevant acts, regulations, programs, policies and procedures. Ability to work within a team and promote a team environment.

Physical ability to perform the duties of the position.