Admin Support 9 - Halton Geriatric

St. Joseph's Healthcare Hamilton•Burlington, PE

7h•CA$30 - CA$32•Hybrid

About The Position

The position provides the administrative assistance to the day-to-day clerical operations of the Hamilton (onsite) - Brant (offsite) senior’s mental health outpatient and outreach services. The position works collaboratively with all members of the care team to support the effective registration; patient appointment scheduling and dealing with cancellations; the group wait list, communication letters and set up for group patients; clinic and phone reception responsibilities; payroll; surveys; health record development and filing functions within the outpatient and outreach service. The position is the first impression of our program and needs to maintain a positive and compassionate image.

Requirements

Completion of Grade 12 diploma and a completed 1-2 year post-secondary program in medical office administration
Successful completion of Medical Terminology Certificate required
2-3 related experience working within a busy mental health and addiction program required with demonstrated experience supporting patients and families in the relevant clerical/ administrative roles e.g., reception, scheduling, phone calls, sharing basic program information, connecting with family doctor offices.
Excellent attendance, workplace performance and customer service orientation required.
Intermediate skill level in MSWord, MS Excel and Outlook email
Basic skill level in spelling and medical spelling.
Clerical testing may be required as part of the selection process.
Excellent proficiency, accuracy and efficiency in data entry and the use of computerized applications e.g., Dovetale
Able to communicate effectively and with sensitivity both in person and via telephone to patients, families and other partners in care
Intermediate typing speed and speed of 45 WPM
Maintains excellent interpersonal relationships demonstrated within a team environment and beyond
Excellent ability to handle multiple tasks, conflicting priorities, time pressures and frequent interruptions in the context of a clinical outpatient setting.
Demonstrated ability to work independently, demonstrate good organization, initiative, resilience and priority setting skills.

Nice To Haves

Previous experience working with seniors an asset

Responsibilities

Responds to telephone phone calls and unscheduled visits ensuring appropriate action according to the nature of the situation, and relaying messages as required. Applies customer service orientation.
Deals with patient scheduling and cancellations to ensure clinic slots are appropriately filled e.g., phoning patients and responding to their requests re: appointment times, need for changed date/time, providing calls to them to change appts at doctor’s request and reschedule.
Works proactively and collaboratively with care team to maintain, distribute and update accurate active patient caseload
Accurately enters, retrieves, updates and validates data (e.g., demographics, OHIP, date/times, code etc.) in Dovetale.
Provides administrative support by typing routine correspondence, requested notes/letters, faxing, photocopying, and readying materials for client groups or copying/readying satisfaction surveys.
Provides administrative support to pick up mail and faxes, stamp, distribute and notify clinic staff, as needed.
Processes in an efficient and safe manner, client referral registration, and supports Dovetale and health record maintenance from referral, admission and through to discharge processes.
Maintains effective/responsive filing systems in the patient health record and scans, assembles/dismantles charts, as required.
Completes weekly payroll and forwards any travel expenses to manager for review/signing.
Ensures all needed office supplies are ordered in a timely manner and stored appropriately and as directed, completes any needed RFS for maintenance, IT service etc.
Assists with special projects and performs other duties as assigned by the Manager.
Remains alert regarding on-site client, patient, family needs/activity and works together to ensure the work area is maintained in a safe, organized and presentable way at all times.