Patient Appointment Coordinator

Vision Loss Rehabilitation Canada; Northeastern Ontario; On-site; CAD 27,000 - 39,000; Full time

Job summary

Vision Loss Rehabilitation Canada seeks a Patient Appointment Coordinator for the Eye Van program in Sudbury, ON. You will manage patient appointments, update records, and coordinate referrals to ensure access to mobile eye care across Northern Ontario.

You will work closely with the General Manager and Eye Van doctors, maintain OHIP-related data, and provide exceptional customer service to patients and referring providers in a fast-paced health care environment. Flexible scheduling may apply.

Qualifications

• Proficient with medical applications and patient records management.
• Strong organizational and time-management skills.
• Excellent written and verbal communication.
• OHIP billing knowledge is an asset.
• Bilingual in French and English is an asset.

Responsibilities

• Within a geographic area, completes the booking process for patients' appointments and prepares clinic schedules.
• Updates patient demographics and referral information.
• Coordinates information received through fax and informs required staff.
• Maintains a list of referring health care providers and Eye Van doctors.
• Prepares patient recall lists to plan schedules and supports OHIP reporting tasks.
• Provides information about Eye Van program and VLRC services to patients and providers.
• Ensures patient data is accurately entered into the Medical Database and scanned.
• Manages workload and appointment schedules in an efficient manner.
• Communicates with health care organizations regarding referrals to Eye Van and other specialists.
• Provides administrative support for pre/post Eye Van Tour and team members.

Skills

Medical administration

Organizational skills

Bilingual English/French

Data entry accuracy

Microsoft Office

Education

College diploma in medical administration

3 years admin experience

Tools

OHIP billing system

EMR / Medical database software

Job description

Do you want to work for a health care organization that changes people's lives? One that not only cares deeply about clients, but also values that its employees are its greatest asset?
Vision Loss Rehabilitation Canada is a unique health services organization that serves people who are blind or partially sighted across the country. Our certified specialists provide training that empowers clients to develop or to restore activities of daily living skills, to promote their independence, to enhance safety and mobility. We work closely with ophthalmologists, optometrists, and other health care professionals, by providing essential care on a referral basis in homes, workplaces and communities across the country. We offer competitive salaries and benefits, flexible schedules, and opportunities for professional development and growth. For more information about Vision Loss Rehabilitation Canada, please visit visionlossrehab.ca or call 1-844-887-8572.

Position Title: Patient Appointment Coordinator
Location: Sudbury, ON
Term: Full-time, Contract (12 months); existing vacancy
Reports To: General Manager, Eye Van Program
Salary: $24.05/hour

I. Scope And Summary Of Primary Responsibilities

About the Eye Van Program. Established as part of the Prevention of Blindness program in partnership with the Eye Physicians and Surgeons of Ontario, the Vision Loss Rehabilitation Canada Eye Van is a fully equipped, medical mobile eye care clinic that travels annually to provide ophthalmology service in Northern Ontario. This innovative program is aimed at reducing the incidence of vision loss within underserved, rural, remote, and Indigenous communities closer to home. In covering a broad range of duties, the emphasis of this position is to ensure that all patients have an opportunity to access the Eye Van program. Coordinating the patient schedule for the annual tour, you will deliver high level customer service through strong communication, collaboration, and coordination of patient information. This includes working with the programs electronic medical records software to manage patient information, referrals, and other medical information.

II. Essential Functions

• Within a distinct geographic area, completes the booking process for patients' appointments and prepares patient clinic appointment schedule for each town
• Updates patient demographics and referral information
• Coordinates information received through the fax and informed appropriate staff as required
• Maintains a comprehensive list of referring health care providers and Eye Van doctors
• Review and prepares patient recall lists to support the planning of patient appointment schedules
• Understands and able to provide information about Eye Van Program and VLRC services and resources
• Flags urgent/critical situations to Supervisor or other designated staff
• Ensures all patient information is accurately entered into Medical Database in a timely manner
• Scans documents into Electronic Medical Database and using naming convention standards
• Manages workload and patient appointment schedules in effective and efficient manner
• Processes cancellations and changes to patient appointments efficiently and advises appropriate staff as required
• Provides support to ensure that updates for OHIP codes, OHIP reports are updated on appropriate lists, assist with the correction of OHIP billing errors, and payment reports
• Communicates with health care organizations regarding patient referrals to the Eye Van and referrals to other health care organizations and/or specialists
• Provides administrative support related to the pre and post Eye Van Tour, general manager and other team members as required

Relationships

• Works both independently and collaboratively with the team and other departments

Problem Solving/Time Frame of Impact

• Works under the general direction of established processes and utilizes established business rules, service standards and practices, and ensures policy and procedures are followed in a timely fashion
• Participates in service evaluation and program planning processes as needed to maintain and improve service outcomes
• Participates in a supportive team environment to meet the operational and team objectives

Decision Autonomy

• Works under the general direction of national/divisional guidelines and standards but has latitude in making decisions on routine tasks
• Consults with supervisor on issues that are more complex or may require upper-level approval
• Exercises judgment and tact when dealing with individuals and demonstrates sound judgment in when to elevate issues to the next level
• Committed to maintaining privacy and confidentiality

Requirements

III. Qualifications

Knowledge and Skill Requirements

• Proficient level of knowledge working with medical applications and software related to and including the management of caseloads
• Demonstrated organizational and time management skills
• Sensitivity to the needs of persons with vision loss
• Ability to effectively communicate verbally and in writing
• Detail-oriented, with ability to enter data accurately
• Proficient in the use of Microsoft Office software and database management and willingness to learn new software applications
• Knowledge of eye conditions and blindness prevention would be an asset

Experience and Education

• A college diploma in medical administration or 3 years working experience within an administrative function
• Proficient typing and keyboarding skills
• OHIP billing experience and knowledge of medical software are considered assets
• Bilingual in French and English is considered an asset

Work Environment

• Ability to work flexible hours

VLRC is committed to creating and fostering an inclusive workplace and we are committed to a fair, transparent, and accessible recruitment process. We strongly encourage applications from members of groups that have been historically disadvantaged and marginalized, including but not limited to Indigenous peoples, racialized persons, persons with disabilities, people who are blind, partially sighted, or deafblind, and those who identify as women and/or 2SLGBTQ+. We strongly encourage applications from applicants with sight loss. Direct lived experience would be a definite asset. VLRC is committed to accommodating applicants with disabilities and will work with applicants requesting accommodations at any stage of the hiring process. Please note that the successful candidate will be required to pass a standard Vulnerable Sector Check.

We thank all applicants for their interest in VLRC, however, only those selected for an interview will be contacted.