Admin Support 9 - DI - Charlton

St. Joseph's Healthcare Hamilton; Hamilton; On-site; CAD 41,000 - 45,000; Part time

Job summary

St. Joseph’s Healthcare Hamilton in Hamilton, Ontario is seeking a part-time Administrative Assistant for Diagnostic Imaging.

You will be the initial contact for patients, handle registrations and orders, and liaise with physicians and care teams to ensure accurate, confidential patient processing. The role requires a Grade 12 diploma with Health Services Office Administration training, Medical Terminology, EPIC/Dovetale experience, and strong organizational and customer service skills.

Qualifications

• Minimum Grade 12 diploma or equivalent plus 2-year post-secondary in Office Administration - Health Services.
• Medical Terminology Certificate.
• Experience in a hospital setting with patient processing.
• Intermediate MS Word and medical spelling.
• Knowledge of Dovetale/EPIC and OHIP card validation.

Responsibilities

• Maintains confidentiality and release of information per hospital policy.
• Performs registration and order placements for Diagnostic Imaging studies using Dovetale (EPIC).
• Processes same-day and time-sensitive patient bookings.
• Manages department communications with patients, physicians and health care providers.
• Verifies and updates patient information and OHIP cards.
• Triages calls and handles appointment reminders and queue corrections.
• Supports orientation and training of new staff.

Skills

Communication

Interpersonal Skills

Analytical & problem-solving

Organization

Multitasking

Telephone etiquette

Medical terminology

Education

Grade 12 diploma or equivalent

Office Administration - Health Services (2-year post-secondary)

Medical Terminology Certificate

Tools

Dovetale (EPIC)

MS Word

Job description

Position Details

Job Number:

JR02508

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):

$30.11 - $32.72

Schedule

Work Days:

Monday to Sunday

Time of Day:

Afternoons, Days, Evenings

Shift:

Hours - 5, Hours - 7.5

Shift Start: (If applicable)

AM 05:30, AM 06:30, AM 08:00, AM 09:30, PM 14:30, PM 17:00

Reason for Posting:

Posting is for a role with an existing vacancy

Application Dates

Opening Date:

2026-10-15

Closing Date:

2026-10-22

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 Office Administration - Health Services 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 (EPIC)
• Ability to process same day and time sensitive patient bookings, i.e. Home to OR patients
• Handles departmenta 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

St. Joe’s fosters an environment where we celebrate diversity, where teams reflect the diversity of the community in which we serve, enhancing the connection to patients, clients, community, and each other.

St. Joseph’s Health System (SJHS) and its member organizations are equal opportunity employers and strives for equity, inclusiveness, and diversity in all programs, practices, facilities, and people. We foster a culture of patient and staff safety where all positions comply and work in conjunction with Mission, Vision, and Core Values.

We thank all applicants for their interest, however, only those selected for an interview will be contacted. SJHS and its member organizations are committed to a barrier-free recruitment and selection process - please inform us should accommodation be required at any point in the recruitment process ([e-mail]).