Medical Office Assistant (Reception & Referral Coordinator)

Reception & Referral Coordinator

Department: Operations

Reports To: Clinic Lead – Surrey

Location: On Site - Surrey Clinic

Work Schedule: 7:15am – 3:15pm Monday-Friday

Overview:

Supporting the Vision, Values, Purpose, and Commitment of Olive Fertility Centre:

Reporting to the Clinic Lead - Surrey, the Receptionist & Referral Coordinator is pivotal to the organization – this being the first voice, and first face new patients will see.

Key Areas of Involvement Include:

Referral Co-Ordinator

1. Triaging new referrals to determine what testing patients need to do.
2. Booking new patient consultations for specific physicians based on patient history.
3. Uploading all patient requisitions and managing patient portal and CNP access.
4. Sending out Welcome emails and assisting patients with initial testing.

Reception

1. Greeting and checking-in patients as they enter the clinic.
2. Taking webcam photos of all new patients and ensuring they are accurately set up in the patient’s demographics folder in the company Electronic Medical Records program.
3. Copy/scanning each patients’ provincial healthcare card and driver’s licence.
4. Providing consents and information sheets and providing urine collection kits for minor procedure patients.
5. Tidying waiting room as needed.
6. Alerting personnel of visitors/patients to see them.
7. Pulling next day’s appointment schedule and preparing daily schedule.
8. Arranging courier service for pickups.
9. Accepting and confirming delivered packages; including verifying all supplies are present and notifying the Accounting Department of any missing items.
10. Answering and triaging incoming calls with a pleasant, accommodating, and professional demeanour.
11. Providing referral and clinic facility information to callers ensuring correct information is imparted in a professional, caring manner.

Document/Chart Maintenance

1. Processing Medical Records requests and sending required documentation.
2. Processing Obstetrical Referrals and sending required documentation.
3. Scanning all paper reports/results/consents for Surrey related patients.
4. Scanning and updating status for Electronic Communication Consents.
5. Linking results as needed.
6. Document management back-up for other clinical sites as needed (Chart transfers, e-filing, KRFC charts).

Accounting Coverage/Back-up

1. Taking payments.
2. Initiating invoices.
3. Covering lunch breaks and providing support during sick calls/vacations.

Other Tasks

1. Once adequately trained with a foundational understanding of fertility treatment, cross training to support the Surrey Patient Care Coordinator’s during vacation and sick calls will be provided.
2. Participating in departmental meetings and in-service education sessions as required.
3. Performing other related duties as assigned.

Qualifications:

Education, Training and Experience:

• Grade 12 graduation.
• Minimum of two (2) years related experience.
• Previous medical office experience is an asset.

Skills and Abilities:

• Demonstrated ability to prioritize and multi-task.
• Exceptional communication skills.
• Positive, friendly, and professional demeanour.
• Proficiency with answering multi-line switchboard without losing calls or missing calls.
• Ability to remain aware of other team members and to adjust workload to assist when required.
• Demonstrated ability to work independently and as a member of a multi-disciplinary team.
• Proficient with computers and applicable software applications, including EMRs and MS Office.
• Strong work ethic.
• Ability to speak and write fluently in English.
• Able to lift and carry up to 25lbs.

Job Types: Full-time, Permanent

Pay: From $24.50 per hour

Benefits:

• Company events
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Flexible schedule
• Life insurance
• Paid time off
• RRSP match
• Tuition reimbursement
• Vision care
• Wellness program

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to commute/relocate:

• Surrey, BC V3V 0C6: reliably commute or plan to relocate before starting work (required)

Experience:

• Medical Office: 1 year (preferred)
• Reception: 1 year (required)

Work Location: In person