Program Assistant

6 days ago

Oshawa, Canada CMHA Durham Full time

Canadian Mental Health Association Durham is an integrated community mental health and primary care hub that has been providing mental health services to Durham Region for over 60 years.

During that time, it has evolved to provide a broad range of services to individuals and their families experiencing mental health challenges, from information and education to case management, psychosocial rehabilitation, housing and primary healthcare. These services are provided through inter-professional teams focused on providing clinically based services that, in addition to dealing with client mental health issues, address social determinants of health using the recovery model.

The The Nurse Practitioner Led Clinic (NPLC) is looking to hire an Program Assistant to join the team.

**Responsibilities**
- Welcomes and directs all clients and visitors to the clinic
- Registers clients, confirms current contact information and updates allergies and involvement with other CMHA Durham programs in the Cumulative Patient Profile
- Provides administrative support services and reception duties for the clinic, including incoming and outgoing mail responsibilities
- Answers general phone inquiries in a professional and courteous manner
- Schedules appointments for Nurse Practitioners, Clozapine monitoring, injection services, labs, outreach and Allied Health Care Providers
- Oversees scheduling to ensure appropriate use of clinic space each day
- Maintains NPLC’s waitlist in accordance with NPLC triage policy and waitlist guideline
- Checks and responds to clinic messages (may involve scheduling appointments, receiving and distributes incoming information i.e. incoming fax, mail etc.)
- Calls clients to remind them of upcoming appointments when necessary
- Schedules external diagnostic tests (prenatal screening, ultrasound, specialist appointments)
- Communicates with other agencies to obtain medical documentation as needed
- Reconciles all correspondence from collaborating physicians
- Responsible for file management
- Enters client information in database and updates information as necessary
- Initiates new client charts and updates the chart audit document
- Maintains vaccine refrigeration monitoring
- Ensures all outgoing medical documentation requests and tests are processed by the clinic and continue to follow up including receipt of consultation reports
- Orders office supplies
- Generates, distributes and finalizes all meeting minutes
- Completes scanning and attaching of documents each day including faxes and photocopies as required
- Performs other tasks as assigned by management

**Requirements**:

- Medical Office Administration Degree/Diploma and a minimum of two years related experience or equivalent combination of education and experience
- Ontario Medical Secretaries Association membership would be an asset
- General knowledge of the mental health environment in Ontario
- Excellent communication (written and verbal) and interpersonal skills
- Ability to work with clients suffering from severe and persistent mental illness
- Highly organized, able to multitask and meet deadlines with many interruptions
- Ability to work with individuals of diverse backgrounds
- Knowledge of MS Office (Word, Excel, Access, PowerPoint and Outlook) and medical database software

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