Clinic Clerical Assistant - Diabetes Management Centre

Job Description

Position : Clinic Clerical Assistant

Job ID : 2024- 39107

Status : Casual

Department : Diabetes Management Centre

Site : Mississauga Hospital

Role Level : Admin Clerical (AC03- $24.17hr to $30.18hr)

Hours Of Work / Shifts : Monday to Friday (Days and Evenings)

Posted : September 13,2024

Internal Deadline : September 20,2024

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, the Queensway Health Centre, and the Reactivation Center at Humber.

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 Department Clinic Clerical Assistant (CCA) provides clerical support for reception; new referrals processing and information management;
• patient administrative services, ensures the clerical administration and operation of the patient services department / group of clinics;

and performs other duties consistent with the job classification as required.

JOB DUTIES & RESPONSIBILITIES

Reception (Patient / People Engagement / Experience)

• Greets visitors, staff, professional staff, learners and volunteers, 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, staff, professional staff, learners and volunteers as necessary (including infection prevention and control).
• Answers the telephone, sends / receives faxes, responding to enquiries within scope of authority, or directing to most appropriate person.

New referrals processing and information management

• Receives and logs incoming referrals, reviews for completion, follows up as required.
• Enters patient information and appointments into Epic including booking appointments.
• Assists new patients completing required questionnaire, responding to questions within scope of authority.
• Ensures patient discharges are processed and charts are properly disseminated to send to Health Records as required.

Patient Administrative Services

• Coordinates and manages patient information, facilitates communication, and ensures a smooth flow of information for effective patient care.
• Update patient demographics (. add contacts and relationship).
• Collects information for registration, billing and accommmodations.
• Navigating patient and family questions and feedback, escalating any concerns out of scope to appropriate personnel / management.
• Books outpatient new and follow up appointments, triaging referrals as Cancels appointments and follows up with patients for rescheduling of visit.
• Explains test / visit preparations as required within scope of authority.
• Liaises with internal departments and external regional programs, healthcare facilities and partners to book / cancel tests, appointments, follow up on missing results, etc.
• Books interpreters for patients as needed.
• Arranges for transportation for patients as required (. those staying in nursing homes).
• Notifies appropriate personnel of patient movement, cancellations, appointments and other patient information in a timely and accurate manner.

Clerical Administration and Operation of the Department

• Creating and managing Physician booking as required.
• Orders requisitions and maintains office / medical supplies; counts and labels inventory as required.
• 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 (TBC).

• Attend and contribute to unit huddles.
• Complete unit checklists.
• Open, sort and distribute incoming mail and other materials.
• Takes, prioritizes and relays messages for staff and / or Locates staff, pages healthcare professionals as required.

Scheduling, Timekeeping & Payroll Support Specific Job Duties and Responsibilities

• Supporting staff and leadership in into the scheduling and timekeeping system and finding the information required.
• Liaising with the assigned Scheduling Clerk(s) to ensure alignment between the unit and the Workforce Management Office (WMO) on staffing.
• Accessing schedule(s) for the unit as required to address inquiries by staff, leaders, professional staff and learners.

Epic-Specific Job Duties and Responsibilities

• Update patient demographics entered in EPIC, ensuring all contact information is current including verification of all telephone numbers and address, family doctor and emergency contacts.
• Scheduling and coordination of follow-up care appointments for patients.
• Initiate service task requests in EPIC (. Blood work specimen delivery, stretcher requests)
• Updating primary care provider (PCP) contact information.
• Supports others in Epic with functionality.

Other General Duties and Responsibilities (all listed may not be applicable to all units / programs)

• Makes reminder phone calls for next day appointments.
• Scans information as required.
• Consult follow ups and tracking response times for possible escalation.
• Enters data including appointment requests.
• Compiling transfer paperwork for receiving hospital / facility.
• May be required to stock unit carts and / or supply areas.
• Updating assignment sheets.
• Take minutes at unit huddles.
• Provide support for the Clinical / Team Leader or Charge Nurse.
• Orders all government forms for different scenarios.

Adapts to a dynamic work environment by undertaking cross-functional responsibilities and additional duties in alignment with the job classification, ensuring comprehensive support as needed.

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.

QUALIFICATIONS

Educational Qualifications

• High school diploma or equivalent; additional education or certifications in healthcare administration is a plus.
• Post-secondary education, such as an associate degree or coursework in healthcare administration or a related field preferred.
• Medical terminology course or equivalent experience preferred.

Professional Experience

• Preferred candidates may have 1-2 years of experience in an administrative role.
• Familiarity with healthcare environments including exposure to patient interactions and interdisciplinary clinical teams is advantageous.
• Experience in a customer service role is desirable, especially if it involved interactions with patients, families, and healthcare professionals.

Skills and Competencies

• Proficiency in basic computer applications and familiarity with Epic.
• Customer service-oriented with a friendly and professional demeanor.
• Strong time management and organizational skills.
• Excellent verbal and written communication skills.
• Team player with the ability to collaborate effectively.
• Detail-oriented with a high level of accuracy in data entry tasks.
• Ability to adapt and handle changing priorities in a dynamic work environment
• Equipped to have necessary conversations with patients and families.

Internal Candidates who believe they possess the necessary qualifications and experience for this position and who have been in their current position for at least six (6) months are encouraged to apply.