Admin Support 9 - DI - Charlton

St. Joe's; Hamilton; Hybrid; CAD 41,000 - 44,000; Part time

Job summary

St. Joe's in Hamilton seeks an Administrative Support 9 for Diagnostic Imaging to act as the first point of contact for patients, coordinating registrations and communications with care teams.

The role requires accuracy, discretion, and strong customer service in a busy hospital setting. The incumbent will manage patient records, perform registrations, and ensure data integrity in Dovetale (EPIC), while collaborating with physicians, nurses, and administrative staff to support efficient imaging

Qualifications

• Minimum Grade 12 diploma or equivalent
• 2-year post-secondary in Medical Office Administration from an accredited college
• Medical Terminology Certificate
• Minimum one-year experience providing administrative support in a hospital setting
• Intermediate MS Word and medical spelling skills
• Experience with hospital patient processing system (Dovetale/EPIC)
• Basic keyboarding skills of 35 wpm
• Proven knowledge of radiology terms
• Strong communication and customer service abilities
• Ability to handle multiple tasks with confidentiality and accuracy

Responsibilities

• Maintain confidentiality and release of information per hospital policy
• Register patients and place orders for Diagnostic Imaging studies in Dovetale/EPIC
• Process same-day and time-sensitive patient bookings
• Handle department communications, faxing, photocopying, and liaise with patients, physicians, and health-care providers
• Verify and update patient information and OHIP card validation in Dovetale
• Follow admission/discharge/transfer standards (ADT)
• Proofread requisitions for complete clinical information and obtain approvals
• Place urgent ultrasound orders on appointment grid in Dovetale
• Respond to patient calls and triage inquiries
• Deliver and pick up mail from mail room

Skills

Excellent communication

Organizational skills

Interpersonal skills

Multitasking ability

Education

High School Diploma

Medical Office Administration (2-year college program)

Tools

Dovetale (EPIC)

MS Word

Job description

## Admin Support 9 - DI - CharltonApply: Charlton Campus (Hamilton Downtown): Part time: Posted Today: End Date: September 30, 2026 (7 days left to apply): JR02115**Position Details****Job Number:**JR02115**Department:**Diagnostic Services Administration Charlton**This position may be scheduled at any of the following sites:**Charlton Campus (Hamilton Downtown)**Job Type:**Regular, Part time**Contract Duration: (If applicable)**0 months**Number of Positions:**1**Union:**CUPE Local 786**Hourly Rate (Min / Max):**$29.52 - $32.08**Schedule****Work Days:**Monday to Friday**Time of Day:**Days**Shift:**Hours - 5, Hours - 7.5 **Shift Start: (If applicable)**AM 07:30, AM 08:00, AM 08:30 **Reason for Posting:**Posting is for a role with an existing vacancy**Application Dates****Opening Date:**2026-09-22**Closing Date:**2026-09-29**Job Description****Position Summary** This position functions in a public relations capacity as the initial contact for Diagnostic Imaging patients. Handles departmental communications and liaises with many client types (patient physician and health care providers). Ensures that all patient records are processed efficiently and managed with the utmost confidentiality accuracy and comprehensiveness. Provides excellent customer service demonstrating patience kindness and caring in an environment with multiple demands. **Qualifications** - Minimum Grade 12 diploma or equivalent plus 2-year post-secondary in Medical Office Administration from an accredited College - Medical Terminology Certificate - Minimum one-year experience providing administrative support in a hospital setting - Intermediate sill level in MSWord and medical spelling - Experience working with hospital patient processing system ie. Dovetale (EPIC) - Basic keyboarding skills of 35 wpm - Clerical testing may be required as part of the selection process. - Proven knowledge of radiology terms - Ability to communicate effectively and tactfully both in person and by telephone - Excellent organizational interpersonal analytical and problem-solving skills - Ability to perform multiple tasks while providing excellent customer service **Responsibilities** - Maintains confidentiality and release of information in accordance with hospital policy at all times - Performs registration and order placements for Diagnostic Imaging studies using Dovetale - Ability to process same day and time sensitive patient bookings i.e. Home to OR patients - Handles department communications faxes photocopying and liaises with many client types (patients physicians health care providers Nurse Managers WSIB third party clients) following-up accordingly by fax & telephone with third party research coordinator and Patients Accounts. Triages and directs phone calls as required. Fields customer service inquiries by telephone - Verifies and updates patient information and confirms referring physicians validates OHIP cards using Dovetale - Follows all standards determined by admission discharge and transfer (ADT) - Sorts proof-reads all requisitions to ensure that required clinical information is complete and appropriate approval signatures are provided. Faxes back incomplete requisitions. - Rename electronically faxed requisitions placing them in the appropriate modality folders - Participates in the orientation and training of new staff - Handles all telephone enquiries promptly efficiently and courteously - Place urgent ultrasound orders on the appointment grid in Dovetale - Respond to patient call bells and notify appropriate staff - Correct registration errors located in work queue within Dovetale - Place appointment reminder calls to patients - Register General X-rays and place orders for both internal and external departments - Reject electronically received requisitions due to patient safety concerns - Complete request forms for patient’s requesting CD of exam images - Deliver and Pick up mail from mail room