Clinic Clerical Assistant - Neurology Clinic

Job Description

Position : Clinic Clerical Assistant

Dept : Neurology Clinic

Posting ID : 2024-37546

Status : Temporary Part Time (12 months)

Role Level : AC 03 $23.47 to $29.30 / hour (salary commensurate with experience)

Hours of Work / Shifts : Weekdays

Site* : Credit Valley Hospital

Posted : Internal Deadline :

Internal Deadline :

Trillium Health Partners (THP) is one of the largest community-based acute care facilities in Canada. Comprised of the Credit Valley Hospital, the Mississauga Hospital and the Queensway Health Centre, Trillium Health Partners serves the growing and diverse populations of Mississauga, West Toronto and surrounding communities and is a teaching hospital affiliated with the University of Toronto.

Our Mission : A New Kind of Health Care for a Healthier Community

Our Values : Compassion, Excellence, Courage

Our Goals : Quality, Access, Sustainability

Our Enablers : People, Education, Innovation, Research

The location of any vacancy / position may be changed or reassigned as per operational needs

This position provides clerical support for reception; new referrals processing and information management; and patient adminstrative services, and performs other duties consistent with the job classification as required.

The successful candidate will demonstrate a commitment to valuing diversity and patient and family centered care.

QUALIFICATIONS :

Grade 12 education or equivalent is required.

A related College Diploma, knowledge of medical terminology and / or training in the medical secretarial field is required

Candidates must have a typing speed of 30 .

Ability to manage the activities of the clinic registration area in order for the area to function as an effective, efficient communication centre and reception area

Knowledge of CVH procedures / guidelines / practices to manage patient registration and scheduling processes

Customer service skills to respond to telephone and in-person inquiries from patients, family and other internal / external customers

Recent clerical experience in a health care environment - ordering medical / surgical supplies, processing patient records / orders, filing reports, compiling statistical information, faxing, etc.

Current knowledge of the following Meditech modules is required : Admissions, Community Wide Scheduling, Order Entry / Management, PCI and Materials Management.

Ability to multi task

Excellent interpersonal, communication and organization skills

Satisfactory attendance and performance record required

JOB DUTIES & RESPONSIBILITIES :

Reception

Greets patients, visitors and staff, directing them to appropriate personnel and / or destination / room, providing assistance as required.

Registers patients, confirming / validating patient demographic, insurance (including OHIP) and other required information as appropriate.

Explains hospital / department policy and procedures to patients, visitors and staff as necessary (including infection prevention and control).

Answers the telephone, sends / received faxes, responding to enquiries within scope of authority, or, directing to most appropriate person.

Takes, prioritizes and relays messages for staff and / or patients. Locates staff, pages healthcare professionals as required.

Open, sort and distribute incoming mail and other materials.

New referrals processing and information management

Receives and logs incoming referrals, reviews for completion, follows up as required.

Creates and maintains charts. Ensures required forms are received, completed correctly and put into patient file.

Enters patient information and appointments into required databases, updates with appointment and other medical information

Makes reminder phone calls for next day appointments

Assists new patients completing required questionnaire, responding to questions within scope of authority.

Prepares and updates patient charts with lab reports, test results and other pertinent information. Scans and copies chart and other information as required.

Ensures patient discharged are processed and charts are sent to Health Records

Patient Administrative Services

Books outpatient new and follow up appointments, triaging referrals as appropriate. Cancels appointments and follows up with other patients for rescheduling of visit.

Explains test / visit preparations as required within scope of authority.

Liaises with internal departments and external healthcare facilities to book / cancel tests, appointments.

Books interpreters for patients as needed.

Arranges for transportation for patients as required (eg. those staying in nursing homes).

Transcribes and enters physician orders including medication, lab and imaging orders and other patient information into appropriate system

Enters data including appointment requests, discharge documentation, workload assessments as required.

Notifies appropriate personnel of patient movement, cancellations, appointments and other patient information in a timely and accurate manner.

Ensures efficient clerical administration and operation of the department within scope of authority

Prepares clinic lists, identifies orders needed as required.

Enters and maintains payroll records as required (include sick and vacation requests).

Creates and manages Physician booking as required.

Transcribes minutes and correspondence as required

Submits billings to CCAC, WSIB and other organizations as required

Responds to and prepares written correspondence in reply to requests for patient information from external institutions within scope of authority

Request / receives reports from external healthcare facilities as directed

Requisitions and maintains office / medical supplies; counts and labels inventory as required. May be required to stock unit carts and / or supply areas.

Processes routine financial transactions including unit supply / inventory purchase and charges for services / items not covered by patient's healthcare plan and provides invoice.

Liaises with Accounts Receivable as required.

Performs cross-functional, and / or, other duties consistent with the job classification, as required.

Works in compliance of the Occupational Health & Safety Act and its regulations, reporting hazards, deficiencies and contravention’s of the Act, in a timely manner.