Program Clerical Support

southlake; Newmarket; Hybrid; CAD 3,782,000 - 4,147,000; Part time

Benefits offered by this job

Hybrid work

Health benefits

HOOPP pension plan

On-site gym

Job summary

Southlake is seeking a Program Clerical Support to perform reception, patient scheduling, word processing, and related clerical duties. The role collaborates with health care providers within the Department, reporting to the Department Manager and working under nursing staff and physicians.

The position requires reception duties, scheduling coordination, medical records management, and strong customer service skills in a busy health care setting.

Qualifications

• Minimum Grade 12 or equivalent.
• Medical Terminology Certificate required.
• Diploma in Medical Office Administration or related post-secondary diploma preferred.

Responsibilities

• Greet patients and direct to appropriate personnel.
• Manage patient scheduling and referrals.
• Maintain and update patient records and charts.
• Coordinate internal and external appointments.
• Process physician orders and test/lab requests.
• Ensure confidentiality of patient information.
• Support team with clerical duties as needed.

Skills

Medical terminology

Meditech

Microsoft Office

Problem solving

Prioritization

Customer service

Communication

Teamwork

Education

Diploma in Medical Office Administration

Medical Terminology Certificate

Grade 12

Tools

Meditech

Microsoft Office

Job description

Job Category: Administrative/Clerical

Hospital Location: Newmarket ON

Job Type: Permanent, Part time

Number of Positions: 1

Union: SEIU CLERICAL

Minimum - Maximum Hourly Rate: $27.45 - $30.10

Why Join Our Team?

• A people-first workplace environment that prioritizes belonging, wellness, and psychological safety.
• Hybrid, virtual, and in-person working environment (where applicable).
• Progressive health and dental benefit plans.
• HOOPP pension plan with employer and employee premium sharing.
• Enhanced wellness initiatives, including virtual fitness classes and on-site gym memberships.

About the role

Program Clerical Support is a member of the team who works with the support of, and in collaboration with, all health care providers within the Department. The Program Clerical Support is responsible for reception, patient scheduling, word processing, and clerical functions, reporting to the Department Manager. Works under the direction of nursing staff and physicians to coordinate patient appointments and perform clerical duties.

What you'll be doing

• Receive and greet patients, family members, visitors, and direct them to the appropriate personnel or waiting room for service
• Respond to phone calls for patients regarding changes to scheduled appointments
• Prioritize acuity of patient/family requests to appropriate team members
• Answer incoming calls and respond to inquiries, or redirect calls and relay messages as appropriate to team members
• Responsible for retrieving all relevant patient information from other hospitals or health care facilities, including, but not limited to, previous treatment records, DI, Lab, and pathology tests
• Completes all referral out forms to external facilities, using up-to-date knowledge of facility-specific forms, policies, and protocols, from physician requests from both ambulatory and inpatient units
• Maintain currency of patient electronic record, as required, following established policies and procedures
• Demonstrate ability to read and understand patient care plans to assist with document collation and test/procedure requisitioning
• Maintain patient records and charts. Program Clerical Supports are responsible for contacting patients to advise them of appointment dates.
• Schedules and coordinates both internal and external appointments, as per policies, procedures, and protocols, to meet wait times.
• Processes requisitions (electronic and/or paper-based) for tests and procedures
• Correctly administers the booking
• Functions as liaison with other hospitals and community care providers for patient information collation
• Transcribe and process physician/Prescriber orders, including medication, laboratory, diagnostic imaging, and treatment orders.
• Provide patients with a copy of their scheduled tests and treatment
• Verifies patient demographics to prepare the electronic chart
• Obtains data from Health Records, DI, Lab, and other departments to complete chart prep for next patient appointment
• Chart prep clerk checks upcoming lab orders to ensure all tests ordered were entered and accurate
• Performs cross-functional duties, as assigned
• Performs other duties consistent with the classification, as assigned

What you bring

• Minimum Grade 12
• Medical Terminology Certificate required
• Diploma in Medical Office Administration OR evidence of a relevant and related post-secondary diploma from an accredited academic institution preferred
• Minimum one (1) year of clerical duties in an acute care health care environment required. Demonstrated current knowledge and skill in the use of medical electronic health record systems. Proficiency with Meditech is preferred.
• Current experience in computerized provider/physician order entry (CPOE) is an asset
• Proficiency with Microsoft Office preferred
• Demonstrates excellence in problem-solving and critical thinking skills
• Demonstrated ability to prioritize, multitask, and function effectively (flexible and adaptable) in a busy, changing environment
• Demonstrates strong customer service skills, with the ability to communicate effectively using both oral and written formats with patients, families, the public, colleagues, and other members of the inter-professional team
• Demonstrated ability to work independently and collaboratively as part of a team
• Maintains unit operations by following policies and procedures; reporting needed changes.
• Maintains patient confidence and protects hospital operations by keeping information confidential.
• Maintains continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.
• Contributes to team effort by accomplishing related results as needed.
• Demonstrates understanding and complies with patient and staff safety policies and procedures that foster a sa