Assistant Manager of Access and Attachment Services

7 months ago

Calgary, Canada Calgary West Central Primary Care Network Full time

**Status**: Full-time, permanent

**Vacancies**: One

**FTE**: 1.0

**Schedule**:Monday - Wednesday, 1 p.m. - 9 p.m.**, **and Saturday - Sunday, 8:30 a.m. - 4:30 p.m.

**Location**: Calgary Zone

The Calgary West Central Primary Care Network (CWC PCN) is a non-profit organization committed to a healthier future. We work alongside more than 475 family doctors to provide support for continuous health care.

We are seeking an Assistant Manager of Access and Attachment Services for our Primary Care Centre. In this role, you will support the manager in overseeing day-to-day operations of the Primary Care Centre. The Primary Care Centre provides an Access Appointment Service seven days a week for people in need of an appointment within 24 hours and whose doctor is a member of the CWC PCN. This clinic provides an alternative to the walk-in system or a visit to the ER. It operates 365 days a year.

**Responsibilities**:
**Clinic management**
- Support the manager in the recruitment and orientation of new employees.
- Implement performance management processes for all team members through annual reviews and ongoing performance discussions, in collaboration with the manager.
- Ensure team members’ time off and applicable timesheets are approved in accordance with payroll deadlines, as delegated by the manager.
- Provide Medical Office Assistants (MOAs) and Licensed Practical Nurses with the training required to support physicians in delivery of patient care.
- Conduct quality assurance audits of the EMR and analytics for consistency and accuracy of entry and documentation.
- Conduct team meetings: organize agendas, keep minutes, follow up on action items.
- Liaise with academic institutions to coordinate and facilitate practicum student placements.
- Provide onsite support and training to physicians delivering patient care at the Primary Care Centre in relation to the EMR, Netcare, and billing fee codes.
- Address patient and physician feedback and concerns.

**Clinic finance**
- Support the manager in the collection/reconciliation of physician Daily Shift Record sheets (for shifts and meetings) for the Primary Care Centre.
- Provide guidance to the billing administrator in submissions and
- Hold the corporate credit card for clinic purchases as delegated by the manager.
- Contribute to the planning and management of the annual departmental budget.

**Staff and physician scheduling**
- Create and monitor physician schedules for the Primary Care Centre on a quarterly basis.
- Support the manager in the scheduling of MOA and nursing coverage for the Primary Care Centre and ensure that casual staff are available to provide coverage during absences.
- Assist with maintenance of the on-call physician schedule in the after-hours call service tool.
- Serve as the secondary 24-hour on-call contact for any inquiries from the after-hours call service (e.g., inability to contact scheduled on-call physician).
- Provide on-call support for urgent clinic operations after-hours needs.
- Assist with the creation, monitoring and maintenance of physician and employee EMR schedules and user accounts.

**Program and project management**
- Lead and/or participate in the design, development, and implementation of new CWC PCN priority areas and program offerings.
- Contribute to the development and maintenance of clinic and program workflows to maximize usage of space and resources.
- Support Primary Care Centre staff in the collection of key performance measures for organizational and provincial
- Support nursing and administrative staff in ordering/stocking of office and clinical supplies.
- Liaise with Health Link, Rockyview General Hospital, Alberta Precision Laboratories/ProvLab, etc., when operational issues arise to ensure appropriate delivery of service.

**Facility maintenance**
- Serve as the primary point of contact for the Primary Care Centre security contractor during evening and weekend hours, or as delegated by manager.
- Serve as the secondary EMR administrator and work with IT vendors to monitor and resolve IT disruptions.
- Ensure space and equipment are maintained to professional and safety standards and coordinate maintenance and repairs as required.

**Qualifications**:
**Education**: A bachelor’s degree, preferably in the health sciences field, is required. Equivalencies of education may be considered.

**Experience**: A minimum of two years’ supervisory and/or management experience is required. Up to two years' experience with office administration and management or oversight of a medical clinic is required. Equivalencies of experience may be considered.

**Certification**: Active membership in Alberta Association of Clinic Managers (AACM) and Medical Group Management Association of Canada (MGMAC).

**First Aid**: A first aid certificate issued through the Heart and Stoke Foundation is required.

**Functional knowledge**:

- Knowledge of primary care service
- Experience working collaboratively with
- Experienc

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