Administrative Assistant, Chronic Pain Service & Interventional Psychiatry Team

Homewood Health Centre; Guelph; On-site; CAD 40,000 - 55,000; Full time

Job summary

Homewood Health Centre is seeking a dedicated Administrative Assistant for its Chronic Pain Service & Interventional Psychiatry Team. This full-time role involves coordination of client services and administrative support, requiring strong organizational skills and experience in a healthcare setting. The ideal candidate will contribute to a collaborative team focused on delivering high-quality mental health services.

Qualifications

• 2 years’ experience providing administrative support to management.
• Experience with patient appointment scheduling and knowledge of related software.
• Proficiency in handling inquiries and requests from the public.

Responsibilities

• Coordinate referrals, workflow, schedules, and various communications.
• Assist management team with correspondence and special projects.
• Manage client interactions to promote an inclusive environment.

Skills

Organizational skills

Time management

Problem resolution

Communication

Attention to detail

Education

High school diploma or equivalent

Tools

Jane practice management software

Word

Excel

PowerPoint

Adobe Acrobat Writer

Job description

Administrative Assistant, Chronic Pain Service & Interventional Psychiatry Team

Job Category: *Administration/Clerical

Requisition Number: ADMIN003474

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• Full-Time
• On-site

Locations

Showing 1 location

Make a difference in a growing, innovative mental health organization and centre of excellence in people-centered care. Work with supportive colleagues who are passionate about improving lives and champions for quality and continuous learning.

As an Administrative Assistant for our Chronic Pain Service & Interventional Psychiatry Team (IPS) you will be an integral part of a collaborative team focused on delivering seamless services and programs to our clients, patients and customers. If you are looking for a company that is constantly moving forward in pursuit of successful outcomes, get ready to love it here!

What you’ll be doing:

• Coordinate and track referrals, workflow, schedules, projects, incoming and outgoing mail
• Compose correspondence for management team and provide administrative support to special projects and presentations
• Monitor, manage and address email, telephone, voice mail and in-person inquiries from a variety of internal and external sources
• Coordinate completion of the Recreation and Fitness/Integrated Health Clinic manual, assist with revisions and maintain Rec Centre shared directory
• Meeting management including booking meeting rooms, sending out agendas, coordinating catering, transcribing minutes, circulating and maintaining official
• Maintain online practice management schedule for Integrated Health Clinic, including registering new clients, booking/cancelling appointments, setting reminder calls/messages and liaising with other clinical programs at HHC
• Welcome, receive and direct clients/visitors and promote an inclusive and accessible environment
• Manage allied health clinic flow and organization including assistance with the management of health records
• Collect, verify and submit extended healthcare claims for allied health through various sources
• Create invoices and collect payment for services from clients, families and insurance providers
• Complete monthly billing for Finance and support payment process for allied health
• Assist with entering IPS clients into the Touchpoint measurement-based care database (rTMS and ECT)
• Ensure privacy and confidentiality are kept at all times following PHIPA rules and regulations
• Design promotional materials for programs within the service (i.e. clinic guidelines, brochures, forms)
• Participate in quality improvement activities

What we’re looking for:

• 2 years’ experience providing administrative support to management
• Experience with patient appointment scheduling and knowledge of “Jane” practice management software
• Proficiency with submitting extended healthcare claims for allied health through various web-based portals such as TELUS Health Portal, providerConnect and Medavie Blue Cross
• Exceptional organizational and time management skills
• Excellent judgment, problem resolution and decision-making skills
• Ability to work independently with minimal supervision
• Strong attention to detail and able to multitask in an environment with quickly changing priorities
• Understanding and expertise in maintaining the privacy, confidentiality and security of information
• Proficiency with handling inquiries and requests from the public with diplomacy, courtesy and a pleasant demeanor
• Ability to work well with all levels of management, staff, patients and external sources
• Proficiency with Word, Excel, PowerPoint, Adobe Acrobat Writer
• Excellent oral and written communication skills with ability to clearly articulate information

As part of our commitment to the health and safety of our patients, staff and community from COVID-19, subject to any accommodation required by applicable human rights legislation, Homewood Health Centre requires that all staff have received all required doses of a COVID-19 vaccine approved by Health Canada.

Why work with us

Homewood Health is Canada’s largest and leading service provider for medically focused, evidence-based treatment of mental health and addiction disorders. Our organizational culture values service excellence, integrity, collaboration and innovation. Our people make a difference!

As an equal opportunity employer, Homewood Health is committed to employment accessibility, diversity, equity and inclusion. For this reason, we encourage applications from members of equity-seeking groups including women, racialized and indigenous communities, persons with disabilities, and persons of all sexual orientations and gender identities/expressions.

Join us at Homewood Health and be part of a diverse team helping Canadians live healthier, more productive and fulfilling lives.