Patient Appointment Coordinator

Scope and Summary

of Primary Responsibilities

About the Eye Van Program

Established as part of the Prevention of Blindness program in partnership with the Eye Physicians and Surgeons of Ontario, the Vision Loss Rehabilitation Canada Eye Van is a fully equipped, medical mobile eye care clinic that travels annually to provide ophthalmology service in Northern Ontario. This innovative program is aimed at reducing the incidence of vision loss within underserved, rural, remote, and Indigenous communities closer to home.

ensure that all patients have an opportunity to access the Eye Van program. Coordinating the patient schedule for the annual tour, you will deliver high level customer service through strong communication, collaboration, and coordination of patient information. This includes working with the programs electronic medical records software to manage patient information, referrals, and other medical information.

II. Essential Functions

· Within a distinct geographic area, completes the booking process for patients’ appointments and prepares patient clinic appointment schedule for each town.

· Updates patient demographics and referral information.

· Coordinates information received through the fax and informed appropriate staff as required.

· Maintains a comprehensive list of referring health care providers and Eye Van doctors.

· Review and prepares patient recall lists to support the planning of patient appointment schedules.

· Understands and able to provide information about Eye Van Program and VLRC services and resources.

· Flags urgent/critical situations to Supervisor or other designated staff.

· Ensures all patient information is accurately entered into Medical Database in a timely manner.

· Scans documents into Electronic Medical Database and using naming convention standards.

· Manages workload and patient appointment schedules in effective and efficient manner.

· Processes cancellations and changes to patient appointments efficiently and advises appropriate staff as required.

· Provides support to ensure that updates for OHIP codes, OHIP reports are updated on appropriate lists, assist with the correction of OHIP billing errors, and payment reports.

· Communicates with health care organizations regarding patient referrals to the Eye Van and referrals to other health care organizations and/or specialists.

· Provides administrative support related to the pre and post Eye Van Tour, general manager and other team members as required.

Relationships

· Works both independently and collaboratively with the team and other departments

Problem Solving/Time Frame of Impact

· Works under the general direction of established processes and utilizes established business rules, service standards and practices, and ensures policy and procedures are followed in a timely fashion.

· Participates in service evaluation and program planning processes as needed to maintain and improve service outcomes.

· Participates in a supportive team environment to meet the operational and team objectives.

Decision Autonomy

· Works under the general direction of national/divisional guidelines and standards but has latitude in making decisions on routine tasks.

· Consults with supervisor on issues that are more complex or may require upper-level approval.

· Exercises judgment and tact when dealing with individuals and demonstrates sound judgment in when to elevate issues to the next level.

Committed to maintaining privacy and confidentiality.

Requirements

III. Qualifications

Knowledge and Skill Requirements:

· Proficient level of knowledge working with medical applications and software related to and including the management of caseloads.

· Demonstrated organizational and time management skills.

· Sensitivity to the needs of persons with vision loss.

· Ability to effectively communicate verbally and in writing.

· Detail-oriented, with ability to enter data accurately.

· Proficient in the use of Microsoft Office software and database management and willingness to learn new software applications.

· Knowledge of eye conditions and blindness prevention would be an asset.

Experience and Education:

· A college diploma in medical administration or 3 years working experience within an administrative function.

· Proficient typing and keyboarding skills.

· OHIP billing experience and knowledge of medical software are considered assets.

· Bilingual in French and English is considered an asset.

Benefits

Work Environment:

· Ability to work flexible hours.