Administrative Support Coordinator (Temporary, Full-Time)

Canadian Mental Health Association; Vancouver; On-site; CAD 34,000 - 36,000; Full time

Job summary

The Canadian Mental Health Association BC Division is seeking an Administrative Support Coordinator to support the Psychiatry Services program in Vancouver. You will assist physicians, manage referrals in the CHR, and coordinate patient scheduling for in-person and virtual visits.

Ideal candidates bring strong MS Office, EMR experience, and a solid understanding of medical terminology. The role is a full-time temporary position based at CMHA BC's downtown Vancouver office.

Qualifications

• Completion of Grade 12/high school diploma is required.
• At least two years’ experience as a Medical Office Assistant or similar role in a mental health clinic.

Responsibilities

• Provides administrative support to the Psychiatry Services program to assist physicians.
• Serve as primary admin of the Collaborative Health Record (CHR) and manage referrals.
• Schedule and confirm patient appointments for in-person and virtual visits.
• Maintain electronic and manual filing systems and ensure accurate patient records.
• Respond to routine information requests about program services.
• Assist with data monitoring for quality assurance and program metrics.

Skills

MS Office

Video conferencing

EMR platforms

Medical terminology

Interpersonal skills

Attention to detail

Patient support

Education

Grade 12 diploma

Tools

Microsoft Word

Excel

PowerPoint

Database systems

Job description

ABOUT THE JOB

This position will provide administrative support to CMHA’s new Psychiatry Services program. The Psychiatry Services program represents one tier of a provincial stepped care continuum for anxiety and depression. Reporting to the Lead, Integrated Community Response for Depression & Anxiety, the Administrative Support Coordinator will be responsible for administrative and technical support tasks to assist with day-to-day operations and to support the psychiatric physicians providing patient services within the program.

DUTIES AND RESPONSIBILITIES

• Provides administrative support to the Psychiatry Services program to assist physicians in providing optimalpatient care.
• Act as primary administrator of the Collaborative Health Record (CHR) to:
  • Receive, review, and process incoming patient referrals received by fax, email, and telephone, ensuringreferrals are accurately documented, tracked, and maintained within electronic and manual filing systems.
  • Conduct preliminary review of referrals to confirm completeness and basic eligibility criteria and forwarddocumentation to appropriate clinical staff to support patient intake and service coordination.
  • Distribute, collect, and organize patient questionnaires, consent forms, and related documentation,maintaining accurate and accessible client records in accordance with program requirements.
  • Enter and update referral and patient information in electronic systems to support clinic workflows.
  • Assist with referral triage and assignment to appropriate providers under the direction of clinicians and/orprogram managers.
  • Schedule and confirm patient appointments for individual and group services, including virtual and in-personvisits, and maintain appointment calendars and program waitlists as required.
  • Ensures timely and complete correspondence with patients and referring family physicians.
• Provides reception services for physicians delivering in-office visits, greeting clients, responding to inquiries by telephone and in person, and directing clients, physicians’ offices, and external stakeholders to appropriately resourced or staff as required.
• Responds to routine information requests related to Psychiatry Services programs from clients, physicians’offices, partner organizations, and the public. Provides general information about program services and policiesand refers complex issues to physicians or designated staff.
• Responds to technical and database queries as they relate to the Psychiatry Services CHR.
• Performs duties including entering client information and preparing correspondence, reports, charts, tables,letters, presentation materials, and program documentation from rough drafts, general instructions, or electronicrecordings using software applications such as Microsoft Word, Excel, PowerPoint, and database systems.
• Maintains electronic and manual filing systems for client records and program documentation. Performs record management duties such as setting up and maintaining filing systems, indexing records, retrieving files asrequested, and ensuring client data within the clinical health record (CHR) database is accurate and up to date.
• Ensures physician practice administrative needs are monitored and supported, including coordinatingdocumentation, maintaining registers and manuals, and organizing materials required for program operations.
• Support data monitoring for quality assurance purposes.
• Ensures the completeness and accuracy of program records to support reporting on key performance indicators such as referral volumes and characteristics, wait times, and number of client encounters. Gathers and compilesprogram statistics and maintains related data to support ongoing monitoring, quality assurance, and program evaluation activities.
• Liaises with internal teams and external partners, including the BounceBack administrative teams, to coordinate step-up and step-down mechanisms for appropriate clients and ensure continuity of service.
• Other administrative or technical duties as assigned.

ABOUT YOU

The successful candidate will bring well-developed administrative skills to organize and administer medical practice support functions. Must be able to demonstrate good interpersonal skills, attention to detail,resourcefulness and excellent knowledge of office support technologies and programs including MS Office skills,video conferencing, and electronic medical record platforms.

QUALIFICATIONS AND EXPERIENCE

Education & Experience

• Completion of Grade 12/high school diploma is required.
• At least two years’ experience as a Medical Office Assistant or similar role providing administrative supportin a mental health clinic setting.

Knowledge, Skills, and Abilities

• Proficiency in medical and psychiatric terminology.
• Previous customer/patient support experience in the mental health field.
• Familiarity with licenses and operations for Zoom for Health Care through Doctors of BC.
• Well-developed administrative skills to organize and administer office support functions.
• Intermediate knowledge of office support technologies and proficient in Microsoft Office Suite (Word, Excel,Outlook, PowerPoint)
• Exceptional attention to detail and follow-through.
• Knowledge of lived experiences for those with mental health conditions.
• Knowledge of cultural diversity, including Indigenous perspectives and experiences.
• Ability to work independently as well as collaboratively with physicians and other team members.
• Strong multi-tasking and organizational skills to prioritize, organize and meet deadlines.
• Resourcefulness and innovation to solve challenges.

QUALIFICATIONS

Our key values and principles

• Inclusive
• Proactive
• Compassionate
• Steadfast
• Collaborative

WORKING CONDITIONS

• This is a full-time temporary position providing coverage for approximately 5-6 weeks. The hours of work are from 8:30 am to 4:30 pm Monday through Friday.
• The in-person position is located at CMHA BC office in downtown Vancouver.
• The Administrative Coordinator is a unionized position with the Health Services and Support – CommunitySubsector Association. The rate of pay is between $24.76 - $26.38 per hour.

ABOUT US

Founded in 1918, The Canadian Mental Health Association (CMHA) is a national charity that helps maintain and improve mental health for all Canadians. As the nation-wide leader and champion for mental health and addiction, CMHA helps people access the community resources they need to build resilience and support recovery from mental illness and/or addiction.

CMHA, BC Division is committed to our workforce reflecting the diversity of the communities within which we work. As such, we encourage applications from persons with disabilities, members of visible minorities, First Nations, Inuit, and Métis people, people of all sexual orientations and genders, and others who may contribute tothe diversity of our staff. Personal experience with mental illness and or addiction, either through self or a lovedone, is an asset.

We respectfully acknowledge xʷməθkʷəy̓ əm (Musqueam), Skwxwú7mesh (Squamish), səl̓ilwətaʔɬ(TsleilWaututh), Lkwungen (Songhees) and Wyomilth (Esquimalt) peoples on whose traditional, unceded lands the CMHA BC offices are located.

For more information about CMHA, BC Division, visit our website at www.cmha.bc.ca.