Clinic Clerical Assistant

Clinic Clerical Assistant – Q Acute Hand Clinic OT Position: Clinic Clerical Assistant Department: Acute Hand Program Posting ID: 5034 Role Level: AC03 ($24.17 - $30.18/hr) Status: Temp Part time Site: Queensway Health Centre Hours of Work/Shifts: Weekdays • 8‑hour shifts Posted: Oct 28 2025Internal Deadline: Nov 4 2025 Trillium Health Partners (THP) is one of the largest community‑based acute care facilities in Canada, serving Mississauga, West Toronto and surrounding communities. THP is a teaching hospital affiliated with the University of Toronto. Responsibilities Reception Greets patients, visitors and staff, directing them to appropriate personnel and/or destination/room, providing assistance as required. Registers patients, confirming and validating demographic and insurance information. Explains hospital/department policy and procedures to patients, visitors and staff as necessary (including infection prevention and control). Answers the telephone, checks and returns voicemail messages, sends/receives faxes, and responds to enquiries within scope of authority. Prioritises and relays messages for staff and/or patients. Locates staff and pages healthcare professionals as required. Opens, sorts and distributes incoming mail and other materials. New Referrals Processing and Information Management Receives and logs incoming referrals, reviews for completion and follows up as required. Ensures required forms are received, completed correctly and placed in patient file or designated location. Enters patient information and appointments into required databases, updates with appointment and other medical information. Ensures patient discharge is processed and charts are sent to Health Records. Patient Administrative Services Schedules patient appointments to the Acute Hand Program, arranges admissions, collects payments for appliances/braces and completes follow‑up post‑discharge from clinic as required. Cancels appointments as required and follows up with other patients for rescheduling. Explains therapy visits and expectations as required within scope of authority. Liaises with internal departments and external healthcare facilities to book/cancel tests and appointments. Books interpreters for patients as needed. Enters data including appointment requests, discharge documentation and workload assessments as required. Notifies appropriate personnel of patient movement, cancellations, appointments and other patient information in a timely and accurate manner. Clerical Administration and Operations Liaises with physicians to coordinate rescheduling of patient appointments when changes in physician coverage occur and with new consult bookings. Establishes, implements and maintains effective processes to ensure efficient operation of the Acute Hand Program while on duty. Ensures accuracy and attention to detail when performing a variety of tasks. Prepares clinic lists and identifies orders needed as required. Enters and maintains payroll records (including sick and vacation requests). Submits billings to CCAC, WSIB and other organisations as required. Responds to and prepares written correspondence in reply to requests for patient information from external institutions within scope of authority. Requests/receives reports from external healthcare facilities as directed. Requisitions and maintains office/medical supplies; counts and labels inventory as required. Processes routine financial transactions, including unit supply/inventory purchase and charges for services/items not covered by patient’s healthcare plan and producing invoices. Liaises with Accounts Receivable as required. Qualifications Grade 12 education or equivalent is required. Related College Diploma with knowledge of medical terminology or training in the medical secretarial field is required. Strong interpersonal and communication/customer service skills combined with good problem‑solving skills when dealing with patients, visitors, families and other hospital staff. Ability to manage the activities of the clinic registration area so that it functions as an effective, efficient communication centre and reception area. Recent clerical experience in a fast‑paced clinic/health‑care environment (ordering supplies, processing patient records/orders, filing reports, compiling statistical information, faxing, etc.). Ability to handle multiple tasks simultaneously in a fast‑paced environment. Excellent attendance and performance record required. Patient‑centered and customer‑focused at all times. Ability to thrive in an environment that may require different activities to be performed on short notice. Strong sense of team, willingness to support colleagues and flexibility. Ability to take direction provided, while feeling comfortable requesting clarification. Knowing when to escalates (sic) — list truncated. Equal Employment Opportunity Statement Trillium Health Partners is an equal‑opportunity employer committed to antiracism, diversity, equity and inclusion. We encourage applicants from all backgrounds, including those who identify with groups that have historically been marginalized. Under the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, THP will provide accommodations throughout the recruitment and selection process. If you need accommodations, please inform Human Resources. All personal information is collected under the authority of the Freedom of Information and Protection of Act. THP is identified under the French Language Services Act. #J-18808-Ljbffr