Admin Assistant/receptionist-clinical

3 weeks ago

Kingston, Canada Queen's University- Division of Developmental Disabilities Full time

This position will report to the Division Chair of the Division of Developmental Disabilities and the Clinical Director. This position will provide clinical administrative duties and support for the Division of Developmental Disabilities and will support the faculty and staff in the service provision to patients with developmental disabilities, including families and caregivers.

**DUTIES**:

- Performs Organizational and Administrative duties such as (95%):

- Provide front-facing reception for faculty and staff,, receive visitors, employ regard and judgment when responding to inquiries;
- Manage verbal, written and digital correspondence addressed to faculty and staff; disseminate and monitor correspondence as applicable.
- Manage electronic calendars for faculty physicians/fellows, set up referral appointments with professionals and specialists; advise and manage parents/patients of appointments;
- Maintain faculty & staff electronic calendar of appointments, meetings, teaching commitments, travel arrangements and absences;
- Compose routine correspondence from verbal instruction for schools, health agencies, insurance companies, engage in EMR monitoring and management and communicate clinical information via the EMR system.
- Maintain a confidential correspondence and patient filing system; maintain office procedures/routines in absence of physicians.
- Acquire patient information, arrange tests, confirm billing, contact pharmacies concerning prescriptions, fax required forms; notifying persons when approval received from ministry staff, etc.
- Arranging medical consultations for patients served at Division;
- Obtain and distribute forms for confidential Release of Information and relevant consent forms for patients and substitute decision makers if applicable
- Maintain stakeholder contact list and correspondence with Kingston Health Sciences Center, and Providence Care/external agencies as pertains to physicians’ appointments to medical staff; including oversight of mandatory consulting privileges
- Compile travel expenses, make transportation/accommodation reservations for physicians;
- Modify stored material as required pertaining to PHIPPA regulations and Joint Hospital/Queen’s correspondence, reports, agendas, physicals, minutes, clinic data, teaching, minutes, etc.;
- Arrange meetings/seminars/bookings/rooms/-ensuring appropriate equipment is available; ensure office equipment/office medical supplies, are ordered/stocked;
- Provide administrative support for daily operational tasks required to run agency;
- Provide clerical support for all clinical services delivered;
- Schedule clinics for medical residents, members of Queen’s Faculty & Staff;
- Performs other duties as assigned

**QUALIFICATIONS**:

- College Diploma in Office Administration or equivalent education/experience with medical Terminology
- Minimum two years in an administrative office environment, preferably in health care or social services
- Proficiency in the use of Microsoft Word, Access, Excel, PowerPoint and Outlook and Electronic Medical records
- Excellent oral and written communication skills
- Excellent organizational skills
- Ability to work independently, maintain confidentiality and use tact/diplomacy with Division staff, clients, families, community organizations and the general public
- Initiative and ability to multi-task in a busy office environment
- Bilingualism (French and English) an asset

**WORKING CONDITIONS**:

- Prolonged periods of sitting in front of computer screen
- Ability to meet the physical demands of the job and attend work on a regular basis.

Safety is a priority of the Division. Staff are responsible for maintaining their competencies, promoting safety and are accountable for effective person-served care. Employees are expected to follow all safe working practices established by Queen’s University for the protection of the health and safety of all workers, persons-served and visitors and to identify and report actual or potentially unsafe situations.

**Job Types**: Part-time, Fixed term contract
Contract length: 12 months

Expected hours: 17.5 per week

**Benefits**:

- On-site parking

Flexible Language Requirement:

- French not required

Schedule:

- Day shift
- Monday to Friday

**Education**:

- AEC / DEP or Skilled Trade Certificate (required)

**Experience**:

- Front desk: 2 years (required)
- Administrative experience: 2 years (required)

**Language**:

- English (required)

Work Location: In person

Application deadline: 2024-04-20
Expected start date: 2024-05-01

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