Program Clerical Support, Temporary Part Time

southlake; Newmarket; On-site; CAD 38,000 - 41,000; Part time

Job summary

Southlake Health in Newmarket, ON is seeking a part-time Administrative/Clerical professional for a 7-month temporary contract. The role focuses on reception, patient scheduling, word processing, and general clerical duties within the Department, reporting to the Department Manager and coordinating with nursing staff and physicians.

The position requires a minimum Grade 12, Medical Terminology Certificate, and a related post-secondary diploma.

Qualifications

• Minimum Grade 12
• Medical Terminology Certificate required
• Diploma in Medical Office Administration or related diploma preferred
• 1 year of clerical duties in acute care health care environment
• Proficiency with Microsoft Office preferred

Responsibilities

• 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
• Retrieve relevant patient information from other hospitals or health care facilities
• Complete referral out forms to external facilities, using up-to-date knowledge of forms, policies, and protocols
• Maintain currency of patient electronic records following established policies
• Assist in document collation and test/procedure requisitioning
• Maintain patient records and charts and contact patients about appointment dates
• Schedule and coordinate internal and external appointments to meet wait times
• Process requisitions for tests and procedures
• Process physician/prior orders including medication, labs, imaging
• Provide patients with copies of scheduled tests and treatment
• Verify patient demographics for electronic chart preparation
• Obtain data from Health Records, DI, lab to complete chart prep
• Chart prep clerks check upcoming lab orders for accuracy
• Perform cross-functional duties as assigned
• Maintain confidentiality and hospital operations

Skills

Customer service

Problem solving

Multitasking

Communication

Education

Medical Terminology Certificate

Diploma in Medical Office Administration

Tools

Meditech

Microsoft Office

Job description

Job Category: Administrative/Clerical

Hospital Location: Newmarket ON

Job Type: Temporary (Fixed Term), 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.

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.

This is a temporary 7 month contract position.

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 in 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 pati