Administrative Support 09
3 weeks ago
**Administrative Support 09 - Intake Assistant**:
**Position Details**:
**Department**: Connect - Mental Health and Addiction Program
**Employee Type**: Temporary, Part Time
**If Temporary, Number of Weeks**: 52
**Union**: CUPE
**Openings Remaining**: 1
**Schedule**:
**Work Days**: Monday to Friday
**Time of Day**: Days, Afternoons, Evenings
**Shift**: Various Rotating
**This position may be scheduled at any of the following sites**: West 5th Campus (Hamilton Mountain)
**Application Dates**:
**Opening Date**: 09/03/23
**Closing Date**: 16/03/23 Applications must be received online by 12:00 midnight on the Closing Date
**Position Description**:
**Temporary assignment - approximately 52 weeks**
***:
Connect MHAP is an exciting new service at St. Joseph's in the Mental Health and Addiction Program. The service will be responsible for all intake functions for majority of outpatient referrals. The primary responsibility of the intake assistant will be to contribute to the achievement of the following mandated core program functions: intake and screening, dispositioning, supportive counselling, care planning, education, system navigation, program and system development and evaluation. The intake assistant will provide administrative support to the program and coordinate the intake process. The position also supports a number of office functions within the program, when required. The incumbent handles all related duties and responsibilities in accordance with the Mental Health Act and the policies and procedures of the hospital.
**QUALIFICATIONS**:
- 2 year post-secondary diploma in medical office administration
- Minimum 2 years’ experience working in a mental health and addictions program
- Minimum of 2 years' experience providing administrative support and interacting with patients, families and staff in a busy healthcare setting.
- intake experience in mental health and addictions required
- Demonstrated ability to communicate in a sensitive and non-judgemental manner with psychiatric patients/clients, including youth and their families.
- Demonstrated comfort level, experience and skill working with young people and their families, and with the tenets of youth engagement, as required.
- Demonstrated knowledge of existing mental health resources and programs, both internal and external to SJHH, coupled with the ability to help clients and families in accessing appropriate clinical supports therein.
- Advanced skill level in MS Word and MS Excel. Demonstrated knowledge and proficiency in MS PowerPoint, MS Access, and Visio.
- Superior oral and written communication skills with demonstrated grammatical aptitude, good spelling and punctuation.
- Accurate keyboarding skills with a minimum typing speed of 55 wpm.
- Ability to communicate with staff, physicians, learners, and other hospital departments in a professional and diplomatic manner.
- Ability to maintain composure while handling multiple tasks, frequent interruptions and stressful situations.
- Ability to problem solve independently. Effective conflict resolution skills, including the ability to diplomatically respond to all inquiries
- Professional, with good organizational skills and problem solving, with ability to set own priorities and work with mínimal supervision.
- Demonstrated knowledge of relevant program standards (e.g., Early Psychosis Intervention Program Standards) and clients.
- Good work performance and attendance record is essential
**RESPONSIBILITIES**:
- Collaborates with other MHAP and community partners regarding program referrals (e.g., other MHAP departments). Works closely with other MHAP departments to discuss complex referrals and determine appropriate care pathways.
- Answers all calls from the live answer line and responds appropriately to intake calls from patients, families and service providers to ensure caller obtains information they require.
- Answers all self-referral calls and collects all the relevant administrative and clinical information required
- Liaises and collaborates with other services to ensure referrals that are appropriate for other external agencies are rerouted (e.g., Alternatives for Youth, 3G Inpatient Unit, Wesley Urban Ministries, Coping Skills, INTAC, FHT, DBT, etc.)
- Maintains resource database of community services by ensuring information is accurate and up to date and presented in a user-friendly way as resources will be shared with patients, families, and referral sources.
- Researches client history in appropriate system and obtains charts from Health Records and/or Provider Portal, and copies accordingly.
- Prepares monthly, quarterly, and bi-annual statistics for the program, as required (e.g., MIS, SJHH QI, CDS). Uses appropriate databases and programs (e.g., Excel, SPSS, Anzer, etc.).
- Sets up and enters client information in the electronic medical record. Enters referrals and client information into appropriate databases as needed (e.g., OCAN, RAI-MH, etc.)
- Enters and books a
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