Intake Assistant

Job Description

Reporting to the Manager, Coordinated Access, the incumbent will be a member of the team and will work in a high volume and fast paced environment using referral technology, call center functionality, and the Electronic Medical Record to provide the following:

• Review and process incoming referrals as per program guidelines and using appropriate systems for data entry and data completion
• Schedule appointments for patient care using appropriate systems and program guidelines
• Contact referring physicians/healthcare providers and or patients to obtain missing information such as lab results, forms and patient information as needed to complete the referral process
• Manage inquiries from patients, physician offices and partnering programs related to referral status
• Maintains required secure system of client records
• Collaborate with program clinicians, manager and other clerical staff to support high quality patient care and efficient program operation
• Filing, faxing, supply management and other duties as assigned
• Adjusts priorities based on changing work environment and administrative load.

Qualifications

Halton Healthcare Services is seeking individuals who are competent in their chosen profession; patient/customer focused; team players; effective communicators; caring and respectful and are fiscally responsible.

• Office administration diploma from a recognized college or equivalent experience required
• Minimum 3 years relevant experience working in a healthcare setting
• Experience working in an addictions or mental health program in either the community or a hospital setting preferred
• Proficiency with Microsoft Office package (Word, Outlook, Excel, PowerPoint)
• Ensures confidentiality is maintained
• Demonstrates excellent organizational skills to effectively prioritize and handle multiple tasks
• Exceptional customer service skills over the phone and in person
• Must be self-directed and able to work with minimal supervision
• Demonstrates commitment to on-going learning and able to learn new tasks quickly
• Demonstrates excellent problem solving and critical thinking skills
• Work well as part of a multi-disciplinary team
• Satisfactory employment and attendance record required

Additional Information

Hours: Monday to Saturday - 4 and 8 hour days and evening shifts; Tuesdays, Wednesdays and Thursdays 4pm-8pm and Saturdays 8am-4pm (Hours are subject to change based on operational needs)

Salary: $28.01 to $34.975 per hour

Date posted: July 30, 2026

Internal applications due by: August 6, 2026

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Halton Healthcare is an equal opportunity employer who is committed to integrating diversity, equity and inclusion throughout our operations, policies and culture. If you are passionate about what you do, motivated by a job well done, and as committed to excellence, quality and patient satisfaction as we are, we'd like to hear from you. Please attach your current resume directly to this posting.

Please note that while this job is posted on Halton Healthcare's career page, it may also appear on third-party job boards. These external platforms may use automated tools, including artificial intelligence, for candidate screening and matching. We do not control or influence these processes. To ensure your application is reviewed by our team, we recommend applying directly through our Halton Healthcare careers site.

We thank all those who apply but only those individuals selected for further consideration will be contacted.

Halton Healthcare is committed to providing accommodations for applicants with disabilities. In accordance with the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code, Halton Healthcare will provide accommodations throughout the recruitment and selection process. If you require an accommodation, we will work with you to meet your accommodation needs to ensure your equal participation.

The Ontario Public Hospitals Act mandates that hospitals establish health surveillance programs for all individuals working within the hospital. This regulation requires proof of immunity for certain diseases and as a result, Halton Healthcare requires all new hires to receive pre-employment medical clearance by our Health, Safety & Wellness team, prior to their start date, as a condition of employment. This includes demonstrating compliance with Halton Healthcare’s Immunization Policies.

All new hires must be fully compliant with our Vaccination Policy as a condition of employment with Halton Healthcare. Successful applicants will be required to provide proof of vaccination or proof of a documented medical exemption as part of the hiring process.

All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.