Program Assistant & Physician Liaison

Homewood Health Centre•Guelph, ON

1d•Onsite

About The Position

This role involves two main functions: Program Assistant and Physician Liaison. The Program Assistant & Physician Liaison will be responsible for optimizing scheduling and referrals, providing liaison services with physicians and other assessment team resources, and offering administrative support. Key duties include managing medical staff schedules, coordinating appointments, liaising with WSIB/WCB, maintaining physician relationships, and providing comprehensive administrative support to the Chief of Psychiatry, including calendar management, document preparation, and communication coordination.

Requirements

Ability to create and organize appointments.
Ability to manage daily schedules of medical staff.
Ability to confirm patient appointments.
Ability to set up WSIB and WCB assessment work schedules.
Ability to assign staff to ensure adequate staffing and replacement.
Ability to receive incoming medical staff communication.
Ability to liaise with other WSIB staff.
Ability to schedule referral appointments and follow-up appointments.
Ability to monitor appointment bookings and cancellations.
Ability to monitor vacation and other special requests.
Ability to manage physician work schedules and perform daily tasks.
Ability to advise managers of unusual changes affecting departments.
Ability to build and maintain a good rapport with physicians and staff.
Ability to complete partial/applicable report fields.
Ability to keep track of physician preferences.
Ability to manage incoming schedule requests.
Ability to build and manage clinician schedules.
Ability to distribute schedules to necessary parties.
Ability to ensure clinicians meet specific goals and requirements.
Ability to schedule across locations or departments.
Ability to prepare for holidays, closures, and emergencies.
Ability to advise the medical director of shortages or over-staffing.
Ability to maintain good work relationships with medical director, physicians, psychology resources, and other staff.
Ability to update physician telephone lists.
Ability to manage and update scheduling folders on the network.
Ability to provide administrative support to the Chief of Psychiatry.
Ability to manage calendars.
Ability to schedule meetings.
Ability to ensure timely follow-ups.
Ability to prepare and organize documents for meetings, presentations, and reports.
Ability to coordinate communication.
Ability to respond to emails.
Ability to handle phone inquiries.
Ability to liaise with internal and external stakeholders.
Ability to maintain records.
Ability to assist with travel arrangements.

Responsibilities

Create and organize appointments and manage the daily schedules of medical staff.
Confirm patient appointments with medical staff.
Set up WSIB and WCB assessment work schedules and assign staff to ensure adequate staffing and replacement according to service level agreements.
Receive incoming medical staff communication and liaise with other WSIB staff as needed.
Schedule referral appointments and follow-up appointments.
Monitor appointment bookings and cancellations.
Monitor vacation and other special requests according to pre-established procedures.
Manage physician work schedules and perform daily tasks such as managing extra staff needs, sick replacements, and schedule adjustments.
Advise managers of any unusual changes affecting departments.
Build and maintain a good rapport with physicians and staff.
Complete partial/applicable report fields as assigned with information from physician notes and applicable clinical information.
Keep track of physician preferences.
Manage incoming schedule requests.
Build and manage clinician schedules.
Distribute the schedule to all necessary parties (admins, staff, and clinicians).
Ensure clinicians meet specific goals and requirements depending on their role.
Schedule across locations or departments.
Prepare for holidays, closures, and emergencies.
Advise the medical director of any shortage or over-staffing.
Maintain good work relationships with the medical director, physicians, psychology resources, and other staff.
Update physician telephone list, manage, and keep updated the scheduling folder on the network.
Provide administrative support to the Chief of Psychiatry.
Manage the calendar, schedule meetings, and ensure timely follow-ups for the Chief of Psychiatry.
Prepare and organize documents for the Chief for meetings, presentations, and reports.
Coordinate communication on behalf of the Chief of Psychiatry, including responding to emails, handling phone inquiries, and liaising with internal and external stakeholders.
Provide other general administrative support as required, such as maintaining records and assisting with travel arrangements.