SalaryThe salary range for this position is CAD $25.54 - $27.22 / hour
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Detailed OverviewUnder the general supervision of the Office Coordinator, Mental Health, this position performs administrative and clinical support duties including working closely to support clinicians to ensure smooth operations of primary care clinic on a day-to-day basis. Performs duties such as registering new patients, booking appointments and providing reception services for the Primary Care and other Outpatient Clinics, typing material utilizing wordprocessing software, setting-up and maintaining the filing systems, processing incoming and outgoing mail, faxes, reports/records and internal and courier documents, arranging meetings/special functions and operating office equipment. Deals with matters of a confidential nature for the Primary Care and other Outpatient Clinics.
Responsibilities
- Provides reception services by performing duties such as operating a multi-line switchboard or phone, registering new patients, booking appointments, following up on physican orders regarding referrals and diagnostic tests, answering/directing incoming calls for staff, taking messages, answering routine inquiries and providing information of a general nature regarding the Clinic, receiving visitors and bringing patients to exam rooms, determining whether an emergent situation exists and referring to appropriate areas. Contacts other hospitals/organizations to obtain information as required.
- Types material such as correspondence, reports and documents utilizing various wordprocessing software and computerized systems by performing functions such as inputting client information, maintaining registers, and typing from handwritten draft or general instruction and transcribing from dictaphone.
- Collects data from various sources, enters data into computerized systems and ensures data is kept up to date. Gathers, compiles, and retrieves information as required and prints related reports.
- Sets up and maintains the client and administrative filing system, according to policiesand procedures designed to protect confidentiality, for a variety of records such as correspondence, reports, minutes, and directories by performing duties such as creating and labeling files, developing forms, indexing materials and filing.
- Updates patient charts with documents, lab/diagnostic tests and other clinical information, as determined by the clinician, in preparation for the day's appointments.
- Processes incoming and outgoing mail, faxes, reports/records, and internal and courier documents by performing duties such as receiving, recording, date stamping, sorting and distributing mail to appropriate personnel and preparing outgoing mail for pickup as required. Signs for receipt of packages and shipments.
- Monitors levels of medical and pharmaceutical equipment and supplies and orders as necessary. Maintains levels of stationery, office supplies and resources according to pre-determined levels by methods such as photocopying, completing requisitions for signature and forwarding approved requisition to appropriate personnel.
- Cleans medical equipment, instruments and exam rooms in accordance with established procedures. Cleans and organizes supply areas. Sets up and dismantles exam rooms, ensuring they are clean and stocked with supplies on a daily basis.
- Arranges for specimen transfers to the lab, in accordance with established timelines and procedures. Maintains and monitors the storage of refrigerated vaccines and other medications, per public health safety standards.
- Arranges meetings/special functions as directed by performing duties such as booking meeting rooms, arranging catering, contacting appropriate personnel, sending invitations, typing and circulating notices and/or agendas from written drafts, and recording and distributing minutes.
- Operates office equipment such as photocopiers, shredders and fax machines and carries out minor maintenance such as loading paper, removing paper jams, cleaning glass, and changing toner cartridges. Refers further maintenance required to supervisor.
- Liaises with staff of health care, mental health and social service organizations, as well as general practioners' offices to provide program-related information.
- Performs other related duties as required.
QualificationsEducation and ExperienceGrade 12, plus completion of a Medical Office Assistant certificate plus one year of recent related office/clerical experience or an equivalent combination of education training and experience.
Skills and Abilities
- Ability to type 40 wpm.
- Knowledge of Medical Terminology.
- Ability to communicate effectively both verbally and in writing in English.
- Ability to deal effectively with others.
- Ability to deal effectively in conflict situations.
- Ability to exercise sound judgement.
- Ability to organize work and establish workload priorities in collaboration with others.
- Ability to take initiative.
- Ability to work independently and in collaboration with others.
- Ability to use applicable computer equipment and software at a basic level.
- Working knowledge of general office practices and procedures and their application.
- Comprehensive knowledge of relevant acts, regulations, programs, policies and procedures.
- Physical ability to perform the duties of the position.
About Fraser HealthFraser Health is the heart of health care for over two million people in Metro Vancouver and the Fraser Valley in British Columbia, Canada, on the traditional, ancestral and unceded lands of the Coast Salish and Nlaka’pamux Nations and is home to 32 First Nations within the Fraser Salish region.
People - those we care for and those who care for them - are at the heart of everything we do. Our hospital and community-based services are delivered by a team of 50,000+ staff, medical staff and volunteers.
We are committed to planetary health and value diversity in the work force. We strive to maintain an environment of respect, caring and trust. Fraser Health’s hiring practices aspire to ensure all individuals are treated in an inclusive, equitable and culturally safe manner.
Together, we are the heart of health care.
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