Administrative Clinic Assistant

Position Description:

The Primary Care Administrative Clinic Assistant delivers comprehensive administrative and organizational support to the Primary Care and Pediatric teams at Kenora Chiefs Advisory (KCA). Working under the direction of the Nursing Manager – Primary Care and in collaboration with the Director of Health, this role contributes to the effective daily operation of clinics by coordinating referrals, maintaining patient records, managing schedules, supporting documentation processes, and performing general administrative functions.

In addition, the position provides dedicated non-clinical administrative support to Rural Generalist physicians serving KCA communities. Through proactive coordination and organization, the role strengthens physician workflow, enhances clinic efficiency, supports continuity of care, and facilitates clear communication among physicians, nursing staff, allied health providers, community personnel, and patients.

The position encompasses both on-site support during community clinic days and off-site administrative coordination across communities, ensuring seamless operations and consistent follow-up processes.

Position Title: Administrative Clinic Assistant, Primary Care

Department: Primary Care

Salary: 60,000

Term: Full time

Location: 240 Veterans Drive, 3rd Floor, Kenora, Ontario

Reports to: Nursing Manager

Key Duties and Responsibilities

Clinical Administration & Rural Generalist Support

• Provide direct non-clinical administrative support to Rural Generalist physicians as directed.
• Be available in community, as assigned, to complete administrative tasks supporting physician workflow.
• Complete non-clinical tasks on behalf of physicians within administrative scope.
• Review, process, and track incoming referrals through Novari and OCEAN eReferral platforms; follow up on incomplete or pending referrals.
• Create and activate patient charts; reconcile data between Novari and PS Suite to ensure no missed follow-ups.
• Maintain tracking systems for referrals, pending investigations, follow-ups, and outstanding documentation.
• Request external consult notes, imaging reports, laboratory results, and other required medical documentation as directed.
• Track down medical records and personal health information required by physicians.
• File faxes, scanned documents, and reports into PS Suite, ensuring results and documentation are accurately attached.
• Maintain and update Most Responsible Provider (MRP) designations and ensure external results (e.g., LifeLabs) are properly received and filed.
• Conduct periodic chart cleanups, update requisitions and forms, and manage document flow within the EMR.
• Assist with EMR schedule management, appointment entry, and booking follow-up appointments as directed.
• Prepare administrative components of referrals and organize supporting documentation.
• Assist in organizing clinic lists and schedules prior to physician arrival.
• Improve continuity of care through organized documentation, tracking, and follow-up processes.
• Support Rural Generalist program data collection and reporting requirements.
• Assist in preparation of summary reports as directed.

Referral and Communication Support

• Maintain accurate and up-to-date referral logs and databases for Primary Care, Pediatric, and Rural Generalist programs.
• Manage the OCEAN portal for referrals and eForms, ensuring timely processing and follow-up.
• Contact referring providers to obtain missing information or clarify required details.
• Accept and triage incoming phone calls from patients, families, and healthcare facilities; relay messages and coordinate appropriate responses.
• Contact patients on behalf of physicians regarding non-clinical matters.
• Provide reminders to patients to complete investigations, attend appointments, or submit required documentation.
• Coordinate communication between physicians, community nursing staff, allied health providers, and administrative teams for non-clinical matters.
• Support communication loops to ensure continuity and clarity across care teams.

On-Site Community Clinic Support

When assigned to provide in-community support, this position will:

• Serve as on-site administrative support during primary care and/or pediatric clinics.
• Sit at reception or designated administrative space during clinic days.
• Receive and check in patients upon arrival.
• Notify physicians when patients have arrived.
• Support clinic flow and patient movement throughout the day.
• Coordinate follow-up appointments immediately after clinic visits as directed.