Safer Medical Office Administrator

6 months ago


Victoria, Canada AVI Health and Community Services Full time

**THE VICTORIA SAFER INITIATIVE** is a flexible, community-based, prescribed safe supply model with health care provider oversight. Its goal is to save and affirm the lives of people who use drugs by providing safer, pharmaceutical alternatives to the currently toxic supply. SAFER is located on the territories of the Ləkʷəŋən peoples (Esquimalt and Songhees nations).

**JOB SUMMARY**:
Under the direct supervision of the SAFER Coordinator, the Medical Office Administrator (MOA) will provide MOA support for the SAFER program within a harm reduction setting, similar to an Overdose Prevention Site. The team includes MDs, Nurses, System Navigators, Support Workers and a Pharmacy.

**KEY DUTIES AND RESPONSIBILITIES**:

- Performs and ensures completion of all administrative duties for the SAFER program
- Performs reception duties at the SAFER program space including welcoming participants and responding to questions and requests, making appointments or referrals, etc.
- Maintains record keeping/filing systems including oversight of the OSCAR Electronic Medical Records (EMR) system and MSP billing
- Manages medical referrals according to clinical staff members' instructions and procedures
- Receives and prioritizes incoming medical records and materials, and prepares documents and materials for medical clinics and/or participant visits as required
- Upholds the highest level of patient confidentiality regarding patient and team information in accordance with PIPA and FOIPPA protocols.
- Supports the Program Manager to receive invoices, follow up on variances, and review and reconcile monthly visa statements, petty cash and program cheque requests
- Responsible for ordering and maintaining supplies, including restocking supplies and equipment as well as ordering things for the Nurse team.
- Compiles and prepares statistical and program information
- Maintains calendar of appointments and schedules for program staff
- Operates general office equipment including phone, computers, copier, etc.
- Demonstrates professional working relationships with other community agencies
- Works closely with all team members to create positive work environment
- Ensures (but not necessarily leads) the daily huddle meeting, Monday to Friday morning before 9:30 am
- Performs other related duties as assigned.

**QUALIFICATIONS, SKILLS & ABILITIES**:

- Minimum two years' recent medical office experience and/or harm reduction services experience, or an equivalent combination of education, training, and experience
- Excellent office administrative computer skills and organizational skills
- Excellent communication and interpersonal skills required to work effectively with co
- workers, clients, community, and other service providers.
- Knowledge of general office procedures including reception, basic medical terminology, and use of computer programs such as Word, Excel and Outlook
- Experience with OSCAR EMR system is an asset (training provided)
- Able to respectfully engage and support Indigenous relationships, with a trauma informed and decolonial lens
- High comfort level and flexibility with ongoing program development
- High comfort level working in a harm reduction setting with people who use substances.
- Excellent organizational skills, attention to detail and problem-solving skills
- Excellent communication and interpersonal skills required to work effectively with program participants and co-workers with diverse personal and professional backgrounds
- Ability to remain calm and organized in a busy environment
- Ability to communicate clearly and respectfully, including during higher pressure times when there may be people presenting in crisis or overdose response may be required
- Interest and ability in working with people who use substances and are put at risk due to structural barriers and violence
- Demonstration of personal values that include harm reduction and social justice by/for people who use/d illegal substances
- Basic knowledge in the areas of mental health, substance use and addiction, harm reduction/health promotion, HIV/AIDS, Hepatitis C, and structural violence such as poverty and colonization
- Ability to organize and prioritize daily tasks.
- Ability to establish and maintain respectful rapport with participants who face systemic violence and trauma.
- Physical ability to carry out the duties of the position.
- Experience with occupational health and safety standards and procedures
- Ability to work independently and in cooperation with others
- Ability to prioritize work duties independently
- Ability to evaluate and monitor administrative systems and procedures
- Proof of Vaccination Status, as required by the Provincial Health Order for Hospital and Community Health Care Services staff

**POSITION DETAILS**:

- **Pay**:$30.20/hour to start with stepped increases based on your seniority with AVI. (Pay for this role is based on the BCGEU paygrid 31)
- ** Hours and Schedule**:_35 hours per week. Potenti



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