Clinical Assistant, Genetics Clinic – Temporary Full-Time (1.0) (until August, 2027)

CHEO; Ottawa; On-site; CAD 36,000 - 45,000; Full time

Benefits offered by this job

Union representation (LiUNA)

Job summary

CHEO in Ottawa is seeking a Clinical Assistant to support genetic clinic operations under the supervision of a clinical provider. The role focuses on enhancing clinic flow and accuracy across registration, scheduling, and documentation tasks.

Responsibilities include creating patient profiles in EPIC, registering in Cadence, preparing pre-visit materials, and assisting during visits with notes and translation as needed.

Qualifications

• Bachelor’s Degree in Science or a health-related field is required.
• Criminal Record Check is essential.
• Bilingualism (English/French) preferred.
• Previous clinical setting experience preferred.
• Demonstrated knowledge of genetics principles is preferred.

Responsibilities

• Create new patient profiles in EPIC.
• Register patients in Cadence (Epic Hyperspace) according to standards.
• Schedule and reschedule patients from work queues.
• Prepare pre-visit information and organize medical records and lab reports.
• Assist during patient visits, including scribing notes and French translation if bilingual.
• Review genetic testing options considering cost, coverage, and detection rate.
• Coordinate and print requisitions and test forms.
• Provide patient instructions and information; obtain consent for research studies.
• Submit out-of-province approval requests and forms for processing.
• Schedule procedures and track tests and results.
• Communicate test results and follow-up documentation.
• Maintain safety with Occupational Health and Safety Act compliance.

Tools

EPIC / Epic Hyperspace (Cadence)

Job description

Job Description

Ottawa is built on un-ceded Algonquin Anishinaabe territory. The peoples of the Algonquin Anishinabek Nation have lived on this territory for millennia and we honour them and this land. Their culture and presence have nurtured and continue to nurture this land. CHEO also honours all First Nations, Inuit and Métis peoples and their valuable past and present contributions to this land.

Compensation Pay Range

$26.43-$32.46

Position Summary

The Clinical Assistant is responsible for a variety of activities, all under the supervision of a clinical provider (Clinical Geneticist and/or Genetic Counsellor) and as per existing standard work, which is designed to enhance clinic flow and efficiency.

Main Responsibilities

• Create new patient profiles in EPIC.
• Register patients in Cadence (Epic Hyperspace) in accordance with registration standards.
• Schedule/re-schedule new and follow up patients from work queues according to priority and wait times.
• Prepare and complete pre‑visit information including collection and organization of relevant medical records and lab reports, drawing pedigrees, data entry into relevant programs, organizing test requisition forms and drafting visit notes.
• Assist during patient visit to scribe notes, provide French translation if bilingual.
• Review available genetic testing options with awareness of test cost, detection rate, health insurance coverage considerations, etc.
• Print lab specific requisitions/forms.
• Coordinate requisitions as required by the clinical provider, ensuring all information is complete and accurate.
• Provide instructions, directions and information to patients and families (e.g. about sample collection, Clinic contact information, expected turnaround times).
• Consent patients and families to research studies.
• Submit completed out‑of‑province (OOP) approval requests, Ontario Breast Screening Program forms, test requisitions and research enrollment forms for processing by the appropriate parties.
• Schedule indicated procedures (e.g. amniocentesis and chorionic villus sampling).
• Track tests, OOP approval requests and procedures ordered, and contact laboratories when results are overdue.
• Contact patients to provide reminders if testing has not been initiated by the patient.
• Communicate low risk/normal results.
• Draft any necessary follow‑up documentation.
• Perform administrative work (file, photocopy, mail, fax, etc.).
• Conduct literature searches.
• Attend team meetings to provide updates regarding clinic workflows.
• Monitor Epic work queues associated with primary area of work to ensure quality and advise clinical team of wait times.
• Document telephone and email discussions with patients in Epic for clinical provider review and sign off.
• Respond to patient and laboratory inquiries in consultation with clinical provider.
• Perform work in accordance with the provisions of the Occupational Health and Safety Act and Regulations and all CHEO corporate/departmental policies and procedures related to Occupational Health and Safety.
• Work requires occasional periods of light physical activity and/or limited accurate coordination of fine or course movement. The speed of required manual tasks is such that average dexterity is required.
• Perform other related duties as required.

Qualifications

• Criminal Record Check (Essential)
• Bachelor’s Degree in Science or a health‑related field, preferably in Genetics, Biology or experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic/experience required (Essential)
• Bilingualism (English/French) (Preferred)
• Previous experience in a clinical setting (Preferred)
• Demonstrated knowledge of genetics principles and theory (Preferred)
• Demonstrated outstanding organizational skills, time management, attention to detail, ability to manage competing priorities, critical thinking (Preferred)
• Demonstrated excellent written and verbal communication skills (Preferred)
• Demonstrated ability to work independently and in a dynamic and fast‑paced team environment (Preferred)
• Demonstrated computer and word processing skills (Preferred)
• Demonstrated Basic office and clerical skills (Preferred)
• Demonstrated accuracy and attention to detail (Preferred)
• Demonstrated flexible approach to work demands (Preferred)
• Demonstrated initiative and ability to adjust priorities (Preferred)
• Demonstrated working knowledge of applicable occupational health and safety legislation; general knowledge of corporate/departmental policies and procedures related to health and safety. (Preferred)

Timeline may be extended or shortened based on operational needs

• Please note you will be represented by the Laborers International Union of North America (LiUNA).

Effective March 29, 2021, CHEO will conduct a more comprehensive pre‑screening and evaluation process. This process may include more varied and multidimensional testing such as a written test, practical exam, or other assessment. All candidates who meet the essential and preferred qualifications may be tested.

CHEO values diversity and is an equal opportunity employer. We are committed to providing an inclusive and barrier‑free work environment, starting with the hiring process and welcome interest from all qualified applicants.

Should you require accommodation during any phase in the recruitment process, please contact Human Resources at [e-mail]. All information received in relation to accommodation will be kept confidential and will be handled in compliance with the Accessibility for Ontarians with Disabilities Act.

Bilingualism (French/English) will be validated by a language proficiency assessment conducted by a third party provider. Candidates will be required to meet the minimum linguistic profile prior to the date of hire.