Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Clinic Secretary/Clerk (Gr6) Job Title Senior Clinical Receptionist Department Administration Central Services | Department of Family Practice | Faculty of Medicine Compensation Range $4,449.00 - $4,676.00 CAD Monthly Posting End Date October 30, 2025 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date Ongoing At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career. Job Summary This position is an expert level scheduler and an experienced clinical receptionist. This role directly impacts daily operations of clinic workflows for staff, students, and doctors. This role serves as a backup to Clinic Staff in any position of the team as a; COA, receptionist, or MOA role. Organizational Status Reports to both the Administrative Director of the Department of Family Practice, Clinic Leadership and Clinic Supervisor(s). Interacts, and shares information, with Clinic Supervisor as well as provides support to practicing Doctors, allied healthcare professionals and learners (ranging from first year to fellowship). Collaborates as needed with team members of other clinics managed by the Department of Family Practice. Work Performed This position is responsible for ensuring smooth clinical operations through the completion of tasks such as: Orienting new physicians, locums, staff and students as needed. Including but not limited to: how to use Oscar EMR, in clinic policies and procedures for clinic flow, proper communication and policies for communications with external doctor’s offices. Handling trouble calls as needed for the building, and reports issues (elevator, snow, bathrooms). Is onsite first of command for unlocking space as needed. Does daily review of space, tidying and ensuring appropriate lock up procedures were followed. Maintains clinic bathrooms. Works with Clinic Supervisor to maintain and order office supplies. This position is the senior clinical receptionist for the team. And is responsible for administrative tasks not limited to: Maintaining / destroying patient files in accordance to the UBC and College of Physicians and Surgeons of BC (CPSBC) guidelines. Reception duties such as: booking patient appointments, monitoring and responding to correspondence via phone and email, addressing in person patient inquires and enrolling new patients to the clinic. Senior level reception duties such as: responds to inquiries pertaining to clinic activities, policies, and procedures; redirects callers as required. Supporting Resident doctors to implement their Qi projects. Liaising with external healthcare stakeholders to ensure informational continuity and patient safety ex. Lifelabs/specialist offices for recent reports. Invoicing for private visits/medical forms / collecting payments. This position is a team leader, and facilitates clinic flow: Plans the workflow of a clinic, and assigns priorities in accordance with established standards and procedures. Provides supervision and training to new staff and oversees the reception team to ensure accuracy and best practices for scheduling correctness. Supports clinic leaders in facilitating staff onboarding (requests access needs for new staff including clinic email, alarm codes, keys, drive access and other items). Supports the training and success of learners of varying levels within office processes and procedures. Consults with physicians and supervisors about urgent patient requests, liaising with external healthcare stakeholders ex. pharmacies and specialist’s offices. Reviews clinic notes in charts to ensure completeness and accuracy. Receives urgent referrals, gathers appropriate information, creates charts, and updates the patient database. Advocates for patients and exercises sound judgement in escalating concerns to medical leadership where appropriate. Manages Oscar users (adding them to the systems, managing their schedule and messaging access). Communicates with the EMR and app vendors for troubleshooting and support. Tracks and manages physicians' away time, ensuring accuracy. This position is an IT champion: Takes initiative to troubleshoot IT problems and provides support to onsite staff /physicians. Reports IT problems to IT department and clinic leadership as needed. Manages printing needs like toner and paper. Requests and manages access to IT connections and private wifi pool for new members of the clinic. Consequence of Error/Judgement All information must be accurate and provided in a respectful, timely and supportive way. Failure to provide service that meets these standards may impact negatively on access to services, jeopardize patient’s wellbeing, and result in increased risk to the UBC Health Clinic. Errors or incorrect decisions could result in direct costs, lost opportunities, delays for patients and staff. Damage to the Clinics reputation may occur if the incumbent does not deal tactfully and helpfully with patients. Supervision Received Reports to both the Administrative Director of the Department of Family Practice, Clinic Leadership, and Clinic Supervisor(s). Provides support to the doctors, allied healthcare professionals, and learners (ranging from first year to fellowship). Sets priorities and performs most duties independently, occasionally consulting the Clinic Manager with reference to new or complex problems. Reports problems, discrepancies, and office issues to the Manager. Supervision Given Works cooperatively with other employees in a team environment. Provides supervision and training to new staff and oversees the reception team as a senior level receptionist. Minimum Qualifications High school graduation, plus one year of post secondary education, plus completion of a Medical or Dental Office Assistant program (including terminology), plus three years of related experience, or an equivalent combination of education and experience. - Willingness to respect diverse perspectives, including perspectives in conflict with one’s own - Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion Preferred Qualifications Medical Office Certificate or Diploma preferred. The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world. Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together? Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority. If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at workplace.accessibility@ubc.ca.
