Program Clerical Support (PCS) - RCU (Finch Site) - Casual

Southlake Health; Newmarket; Hybrid; CAD 38,000 - 41,000; Full time

Benefits offered by this job

Hybrid work options

Health and dental benefits

HOOPP pension plan

Job summary

Southlake Health is seeking a Program Clerical Support to join our Administrative/Clerical team in a role reporting to the Department Manager. The position covers reception, scheduling, documentation, and office clerical tasks in a hospital setting.

The role requires strong customer service, 1 year of acute care clerical experience, and familiarity with medical records and EHR systems. Hybrid/onsite work options are available with a focus on timely patient care coordination.

Qualifications

• Minimum Grade 12 is required
• Medical Terminology Certificate is required
• Diploma in Medical Office Administration or related post-secondary diploma preferred
• Minimum one year of clerical duties in an acute care health care environment required
• Demonstrated knowledge of medical electronic health record systems
• Proficiency with Meditech and Microsoft Office preferred
• Experience with CPOE is an asset

Responsibilities

• Greet patients, family members and visitors and direct to appropriate staff
• Respond to phone calls about appointment changes
• Coordinate patient appointments and maintain electronic records
• Retrieve relevant patient information from other facilities
• Prepare chart prep and test/procedure requisitions
• Transcribe and process physician orders including medications and tests
• Maintain patient records and ensure confidentiality
• Provide patients with copies of scheduled tests and appointments

Skills

Customer service

Communication

Multitasking

Problem solving

Education

Grade 12

Medical Terminology Certificate

Medical Office Administration Diploma

Tools

Meditech

Microsoft Office

CPOE

Job description

Job Category: Administrative/Clerical Hospital Location: Newmarket ON Job Type: Permanent, Casual 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. If you are ready to embrace this exciting challenge and contribute to the success of Southlake Health, we encourage you to apply and be part of our dedicated team, making a difference in the lives of our employees and the community we serve! 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 safe and inclusive environment for all.
• Commitment to providing an exceptional experience for staff and clients within a challenging and exciting health care environment.
• Models behaviour that is aligned with the values of Southlake Health.
• Regular and reliable attendance is an expected requirement of this position.
• We are committed to a selection process and work environment that is inclusive and barrier‑free.
• Accommodation will be provided in accordance with the Ontario Human Rights Code.
• Applicants who may require accommodation during the selection process are encouraged to notify the Human Resources Department when contacted for an interview.
• The People, Culture and Experience team will work together with the hiring committee to arrange reasonable and appropriate accommodation for the selection process, which will enable you to be assessed fairly and equitably.

Use of Artificial Intelligence (AI)

We prioritize a people‑first workplace culture which emphasizes equity and inclusion throughout our hiring process. To ensure fairness and transparency, all applications are reviewed and assessed by our dedicated team of recruiters and hiring managers, not by artificial intelligence (AI). We value the unique perspective each candidate brings to our organization.

Health & Safety Workplace Responsibilities

It is the responsibility of all Southlake Health employees to work safely and promote health and safety in the workplace. Employees must adhere to the duties of workers, as stipulated in Section 28 of the OH&S Act, as well as all Southlake OH&S policies and procedures. Must be able to perform all necessary bona fide duties for the position, as outlined in the position guide. Must review and be capable of performing duties as outlined in the Job Demands Analysis for the position as a condition of offer. Proven ability to attend work regularly as per the Attendance Support Policy.

Commitment to Diversity and Inclusion

Southlake Health is fully dedicated to employment equity, diversity, and inclusion in our recruitment practices. We welcome candidates who identify with equity‑seeking groups, including women, racialized individuals, Indigenous Peoples, persons with disabilities, and those from the 2SLGBTQ+ community. Any information provided will be kept confidential and used appropriately in our recruitment process.

Anti‑Oppression/Anti‑Racism at Southlake Health

Southlake Health is committed to having a workforce that is reflective of the diversity of York Region and strongly encourages applications from all qualified individuals, and from those who can provide different perspectives and contribute to a further diversification of ideas. Only candidates selected for an interview will be contacted.

Thank you for your submission. We appreciate your interest in joining Southlake Health!

Join the Southlake Health Community! Are you ready to build a meaningful career where you and your work truly make a difference? Join us at Southlake Health, where you’ll collaborate with compassionate, motivated professionals who are committed to caring for our communities every day. We’re proud to be recognized as one of Greater Toronto's Top Employers for 2026, one of Canada’s Most Admired Corporate Cultures for 2025, and one of the World’s Best Hospitals for seven years in a row – recognitions that reflect the strength of our people and our workplace culture. For over 100 years, Southlake Health has been dedicated to building healthy communities through innovative care. While many things have changed over the years, our unwavering pride in our people, place, and performance has stood the test of time. With a passionate family of 6,000 medical professionals, staff, volunteers, and students, we work together every day to deliver exceptional care close to home. We are here for everyone who walks through our doors, no matter where they are in their life journey. Our commitment extends beyond our walls, reaching every community we serve. Driven by our heartfelt dedication, we believe that everyone deserves the best care and the best experience. As we look to the future, our vision remains clear: to grow alongside our communities. This vision is anchored in our commitment to put people first—pushing boundaries and embracing the latest medical advancements while ensuring we meet individuals where they are in life. Every innovation, treatment technique, and interaction is centered on our desire to provide the leading‑edge care that patients expect and deserve.