Office Assistant – Outpatient Addictions Program – Temporary Full Time

Purpose:

To provide comprehensive clerical and administrative support to the Outpatient Addiction Services portfolio within the Mental Health and Addictions Program. This temporary full-time position will be assigned to the recently decentralized Outpatient Addiction Services clerical portfolio, supporting the coordination of services and day-to-day operations across outpatient programs.

Key responsibilities include client and group scheduling and registration, management of reservation lists, coordination of admissions and discharges, preparing charts for Health Records, statistical and financial tracking, and the preparation and submission of monthly JV reports. Additional responsibilities include maintaining accurate electronic and paper health records, data entry, generating reports, coordinating community appointments, responding to client inquiries, and managing inventory and supply requisitions.

Duties:

• To provide clerical support to clients and staff of the Mental Health and Addictions portfolio
• Schedule in person and virtual appointments, for clients and group programs
• Order and restock supplies as needed
• Facilitate phone calls and return messages in a prompt manner
• Fax and copy information as required, including medication prescriptions and medication lists
• File and retain both paper and electronic health records.
• Create documents and spreadsheets as needed
• Prepare, organize and maintain both paper and electronic filing systems.
• Provide intake services for clients over the phone or in person
• Complete monthly and quarterly data collection for reporting and program funding
• Maintain client reservation and waitlists
• Submit work orders as needed for general maintenance, IT issues, and Health and Safety concerns
• Create letters and mail to clients and or other care partners
• Contact the Ministry of Health to update client’s OHIP Health Cards in the system
• Collect, track, and mail invoices as required
• In some programs you may be responsible for tracking and recording transactions, keeping up-to date records, and performing accuracy checks on financial data
• Create, distribute, and input Ontario Perception of Care Surveys for clients
• Other duties as assigned

Qualifications:

• Certificate in Health Office Administration or Diploma in Office Administration or equivalent education and/or experience

Experience:

• Minimum 1 year experience working in health care environment in an administrative capacity

Abilities:

• Knowledge and ability to navigate phone calls, messages, or in person crisis situations that can be unsettling regarding mental health and addictions, as well as calling to do wellness checks on Clients
• Knowledge of or experience using Electronic Medical Records systems
• Knowledge of hospital software applications such as Meditech, Meditech-AMB, Patient Care Systems, Community Wide Scheduling, Order Entry, Agility, Sysco, Catalyst and CRMS
• Ability to meet deadlines as expected
• In depth knowledge and proficiency using Microsoft Office applications including formulas
• Ability to use fax and photocopy machines
• Proficiency in using telephone systems, computers, tablets, video and phone conference equipment
• Proficiency in data entry, keyboarding, and filing systems
• Demonstrated ability to organize time effectively to perform the duties of the position
• Willingness to work in all programs under the Out Patient Mental Health and Addictions portfolio
• Demonstrated ability to maintain successful working and client relationships with the ability to meet and interact in a pleasant and professional manner
• Knowledge of Medical, and Mental Health and addiction terminology
• Ability to work independently
• Ability to adapt to working in a high paced environment where the work is constantly changing
• Knowledge of Ministry related statistical reporting
• Ability to provide confidentiality and secure Client information according to the Personal Health information Protection Act (PHIPA)
• Demonstrated behavior consistent with the Sault Area Hospital Values and mission statement and standards of performance