Medical Office Assistant / Receptionist, MH&SUS

Detailed Overview

Under the general supervision of the Coordinator and reporting to the Manager, Clinical Operations, this position provides administrative day-to-day support to the assigned area supporting substance use services. Performs duties such as reception, interacting directly with patients who have highly complex medical needs, registering new patients and booking appointments and referrals, establishing and maintaining charts and chart organization including requests, specimen processing, ordering supplies and maintaining stocks, maintaining database(s), maintenance of electronic patient case load, transcribing from dictaphone, 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. Deals with matters of confidential nature for the Coordinator, nurses, physicians, psychiatrists and other members of the multi-disciplinary team. Supports set-up and dismantling of exam rooms, obtaining and delivery of specimens, arranging of blood tests and diagnostic testing as assigned. 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 orders regarding referrals and diagnostic tests, answering / directing incoming calls for staff, taking messages, answering routine inquiries and providing information of a general nature regarding the clinic, receiving visitors, determining whether an emergent situation exists and referring to appropriate areas. Contacts other mental health clinics / centres to obtain information as required. Types material such as correspondence, reports and documents utilizing various word processing software and computerized systems by performing functions such as inputting client information, maintaining registers, and typing from handwritten draft or general instruction and transcribing from dictaphone. Prepares various informational / resource packages by designing, updating, photocopying and collating packages / brochures for distribution to the patient and / or family. 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 patient 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, and 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 as required. Signs for receipt of packages and shipments. Monitors levels of medical and pharmaceutical equipment and supplies and orders as necessary. 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. Cleans medical equipment and instruments in accordance with established procedures. Cleans and organizes supply areas. Sets up and dismantles exam rooms as assigned. Obtains urine specimens for routine drug screening following established procedures; arranges for blood tests and diagnostic testing as directed and follows up on physician's orders as assigned. 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 Coordinator. Liaises with staff of health care and social service organizations, as well as general practitioners' offices to provide program-related information. Represents the assigned program by attending various meetings as required. Performs other related duties as required. Qualifications Education and Experience Grade 12, 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 Knowledge of medical terminology. Ability to establish and maintain rapport with patients. Demonstrated ability to communicate effectively both verbally and in writing. Demonstrated ability to work effectively with the multi-disciplinary team and be a self-starter. Demonstrated ability to deal effectively with others. Demonstrated effective interpersonal skills. Demonstrated ability to exercise sound judgment. Demonstrated ability to organize work and establish workload priorities in collaboration with others. Demonstrated ability to take initiative. Demonstrated ability to work independently and in collaboration with others. Demonstrated ability to type 50 wpm. Demonstrated ability to use applicable computer equipment and software at a basic level. Working knowledge of general office practices and procedures and their application. Physical ability to perform the duties of the position.