Clinic Clerical Assistant -M Diabetes Educ Prog - Temporary PT

Trillium Health Partners; Mississauga; On-site; CAD 30,000 - 60,000; Part time

Job summary

An established industry player is seeking a Clinic Clerical Assistant to provide essential clerical support in a dynamic healthcare environment. This role involves managing patient information, coordinating appointments, and ensuring smooth operations within the Diabetes Management Centre. The ideal candidate will possess strong organizational and communication skills, a customer service orientation, and a commitment to delivering excellent patient care. Join a team that values collaboration and adaptability, and make a meaningful impact in the lives of patients while working in a supportive and engaging atmosphere.

Qualifications

• High school diploma or equivalent; healthcare administration education preferred.
• 1-2 years of administrative experience in healthcare is advantageous.

Responsibilities

• Provide clerical support for reception and patient administrative services.
• Manage patient information and coordinate communication for effective care.
• Assist with scheduling and timekeeping in a dynamic work environment.

Skills

Customer service orientation

Time management

Organizational skills

Verbal communication

Written communication

Detail-oriented

Adaptability

Education

High school diploma

Post-secondary education in healthcare administration

Medical terminology course

Tools

Epic

Basic computer applications

Job description

Position: Clinic Clerical Assistant

Job ID: 1410

Status: Temporary Part Time (12 months)

Department: Diabetes Management Centre

Site:89 Queensway W, Mississauga

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

Hours Of Work/Shifts: Monday to Friday (Days and Evenings)
Posted: February 3 2025
Internal Deadline: February 10, 2025

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 (e.g. add contacts and relationship).
• Collects information for registration, billing and accommodations.
• 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 (e.g. 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 (e.g. 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 contraventions 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.

To pursue this career opportunity, please visit our website:www.trilliumhealthpartners.ca