Intake Screener

Fraser Health Authority; Surrey; On-site; CAD 36,000 - 39,000; Full time

Job summary

Fraser Health is seeking an administrative support professional in Metro Vancouver to operate a multi-line switchboard and provide front-line reception and clerical support across a designated program. The role includes data entry, client intake, scheduling, and records maintenance, with a focus on accuracy and privacy.

Qualifications require Grade 12 plus an Office Administration or Medical Office Assistant certificate and at least one year of related experience.

Qualifications

• Grade 12 plus completion of an Office Administration or Medical Office Assistant certificate.
• One year of recent related experience or equivalent education/training/experience.
• Knowledge of general office procedures and medical terminology.

Responsibilities

• Provides reception duties using a multi-line switchboard and handles administrative support such as answering and directing calls, receiving and relaying messages, and handling routine inquiries.
• Performs client intake and referrals by collecting information, completing forms, and arranging program referrals or admissions as needed; manages waiting lists and scheduling.
• Performs data entry to track referrals and information in a computerized database; maintains registers and updates information as required.
• Sets up and maintains filing systems for client records, correspondence, reports, minutes, and personal information; creates files and labeling and updates client records.
• Works with clients/caregivers to determine eligibility for services; completes forms and sends service authorizations to community providers.
• Maintains numerical and alphabetical filing systems; conducts searches and indexes materials to be filed.
• Processes mail, faxes, reports, and documents by recording, stamping, sorting and distributing; handles shipments receipts.
• Receives invoices for community agencies and processes the invoices after review and approvals; follows up for discrepancies.
• Monitors office supplies and orders; maintains stock according to pre-determined levels.
• Arranges meetings and minutes, including booking rooms, catering, sending notices, and circulating agendas.
• Operates office equipment and handles minor maintenance such as toner changes.
• Performs other related duties as assigned.

Skills

Verbal communication

Written communication

Independent work

Team collaboration

Organizational skills

Typing 60 wpm

Office procedures

Client rapport

Medical terminology

Operate office equipment

Education

Grade 12

Office Administration certificate

Medical Office Assistant certificate

Job description

Salary

The salary range for this position is CAD $26.42 - $28.25 / hour

Job Summary

We invite you to apply today and find out why employees recommend Fraser Health to their friends as an exceptional place to work. We are committed to planetary health, we value diversity in the work force and seek to maintain an environment of Respect, Caring and Trust. Fraser Health’s hiring practices aspire to ensure all individuals are treated in an inclusive, equitable, and culturally safe manner.

Joining our team offers you opportunities to work in a rapidly growing organization with health professionals who are excellent in their respective fields, career growth and advancement, a competitive compensation package (including earning four weeks of vacation in your first year, comprehensive health benefits, and pension plan), and the rewarding opportunity to make a difference every single day in health care.

Detailed Overview

Operates a multi-line switchboard or phone and performs various administrative support functions for an assigned area and/or program; responds and answers general inquiries related to programs of services.

Responsibilities

• Provides reception duties such as operating a multi-line switchboard or phone and performs administrative support functions such as answering /directing calls for staff, receiving and relaying messages, answering and responding to routine or general inquiries such as request for information and/or service.
• Performs administrative support functions and assists with client intake and referrals by obtaining and gathering client information, completing required documentation and contacting other sources to obtain information for services/admission, as needed; schedules and confirms clients for programs and/or services; establishes and maintains waiting lists.
• Performs data entry for the purpose of tracking referrals and/or requests for information by inputting client information or information inquiries into a computerized database; maintains relevant registers and updates information, as required.
• Sets up and maintain filing systems for a variety of records such as client records, correspondence, reports, minutes, directories and personal information by creating and labeling files, developing forms, indexing materials and filing; updates client records and ensure client information is updated and completed to implement or complete the service request; types materials such as correspondence, reports and documents utilizing various computer software applications either from draft, general instruction or transcription.
• Works with the client and/or caregiver to determine client population and eligibility for services; completes necessary forms and sends service authorization forms to appropriate community service provider for the purpose of initiating service, changing service, changing client care or client cost.
• Performs records management duties such as setting up and maintaining numerical, alphabetical and subject filing systems, indexing files and materials to be filed; conducts searches for requested information, as requested.
• Processes incoming and outgoing mail, faxes, reports/records and other related documents by receiving, recording, date stamping, sorting and distributing mail to appropriate staff and preparing outgoing mails for pickup and/or processing; signs for receipt of packages and shipments.
• Receives invoices for community agencies and processes invoices by reviewing office records, comparing invoices against office records, identifying any discrepancies and forwarding invoices to the Manager for approval; follows up with community providers to resolve discrepancies and refers unresolved issue to the Manager for follow up action.
• Monitors office supplies and orders, as necessary; maintains levels of stationary, office supplies and resources according to pre-determined levels by completing requisitions for signature and forwarding approved requisition to the appropriate personnel.
• Arranges meetings/special functions by booking meeting rooms, arranging catering, contacting appropriate personnel, sending invitations, typing and circulating notices and/or agendas from written draft; records and distributes minutes of the meeting, as required.
• Operates office equipment such as photocopiers, shredders and fax machines and carries out minor office maintenance such as loading paper, removing paper jams, cleaning glass and changing toner cartridges; refers further office maintenance issues to the Manager.
• Performs other related duties as assigned.

Qualifications

Education and Experience

Grade 12, plus successful completion of an Office Administration or Medical Office Assistant certificate and one (1) year recent related experience, or an equivalent combination of education, training and experience.

Skills And Abilities

• Ability to communicate effectively, both verbally and in writing
• Physical ability to carry out the duties of the position
• Ability to work independently and in cooperation with others
• Ability to operate related equipment
• Ability to organize and prioritize
• Ability to type at 60 wpm
• Knowledge of general office procedures
• Ability to establish and maintain rapport with clients
• Knowledge of medical terminology

About Fraser Health

Fraser Health is the heart of health care for over two million people in Metro Vancouver and the Fraser Valley in British Columbia, Canada, on the traditional, ancestral and unceded lands of the Coast Salish and Nlaka’pamux Nations and is home to 32 First Nations within the Fraser Salish region.

People - those we care for and those who care for them - are at the heart of everything we do. Our hospital and community-based services are delivered by a team of 50,000+ staff, medical staff and volunteers.

We are committed to planetary health and value diversity in the work force. We strive to maintain an environment of respect, caring and trust. Fraser Health’s hiring practices aspire to ensure all individuals are treated in an inclusive, equitable and culturally safe manner.

Together, we are the heart of health care.

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