Medical Office Assistant

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Provides administrative support to the assigned program by performing duties such as reception, registration, booking appointments and referrals, establishing and maintaining charts, specimen processing, ordering and maintaining supplies, maintaining database(s), maintenance of electronic client case load, word and data processing, setting up and maintaining the filing systems, processing mail/courier, chart requests, faxes, reports/records, arranging meetings/special functions, and operating office equipment.

1. Provides reception services by performing duties such as operating a multi-line switchboard or phone, registering new clients, booking appointments and meeting rooms, answering general or routine directions/program/services and intake/admission inquiries and directing as required to staff, taking messages, receiving visitors, determining whether an emergent situation exists and referring to appropriate areas. Liaises with staff of other mental health clinics, health care and social service organizations and general practitioners’ offices to provide program-related information and to obtain information as required.
2. Receives calls from referral sources and forwards referral packages as necessary. Liaises with the client, client's referral source, and/or clinical addictions team to obtain client information such as additional documentation or medical records required for file assessment and admission to the program. Enters client information from referral packages into system.
3. Follows up on physician orders regarding referrals and diagnostic tests.
4. Sets up and maintains the client and administrative filing system, according to policies and procedures designed to protect confidentiality, for a variety of records such as client charts and assessment results, correspondence, reports, minutes, and directories by performing duties such as creating and labeling files, developing forms, indexing materials and filing.
5. Utilizes various software and systems to perform functions such as: typing correspondence, reports and documents; inputting client information, maintaining registers; designing, updating, photocopying and collating information/resource packages/brochures for distribution to the client and/or family.
6. Schedules and confirms client appointments; facilitates funding sources and ensures funding is arranged prior to client's acceptance to the program.
7. Collects data from various sources such as client information, referral packages, gym passes, vehicle registration, leadership, voicemail, and housekeeping and ensures data is kept up to date. Maintains electronic case load. Compiles, and retrieves information as required and prints related reports.
8. 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.
9. Processes financial information by performing duties such as entering and updating records using a computerized system such as Quickbooks, calculating client billing totals, preparing invoices and receipts for clients and employees, and verifying information.
10. Receives, records, checks and balances cash transactions, including receiving payments, issuing receipts, and maintaining a petty case account.
11. 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 the Coordinator.
12. Places purchase orders with external suppliers for food, general supplies and stationary supplies to maintain levels according to pre-determined levels. Completes requisitions for signature and forwards approved requisition to appropriate personnel. Receives supplies, checks invoices against orders and goods received, stores and distributes supplies, and contacts suppliers to obtain and/or provide general information.
13. Cleans and organizes supply areas. Cleans medical equipment and instruments in accordance with established procedures.
14. Delivers and disposes of biologicals such as urine samples, packaging, making arrangements for pickup and delivery, and transporting.
15. Performs other related duties as assigned.

Education, Training, and Experience:

Grade 12, plus completion of a Medical Office Assistant diploma plus one year of recent related office/clerical experience or an equivalent combination of education training and experience.

Skills and Abilities:

• Demonstrated ability to type 40 wpm.
• Knowledge of medical terminology.
• Ability to establish and maintain rapport with clients, referral sources and clinical teams.
• Demonstrated ability to communicate effectively both verbally and in writing.
• Demonstrated ability to deal effectively with others.
• Demonstrated ability to exercise sound judgment.
• Demonstrated ability to organize work and establish workload priorities.
• Demonstrated ability to take initiative.
• Demonstrated ability to work independently and also in collaboration with others.
• Ability to operate related equipment and applicable computer software at a basic level, including Word, Excel, and Outlook.
• Working knowledge of general office practices and procedures and their application.
• Physical ability to perform the duties of the position.
  
  

Fraser 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 48,000+ 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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