Team Assistant

3 weeks ago

Oshawa, Canada Grandview Kids Full time

**Every child and youth living life at their full potential**

**About Grandview Kids**

Grandview Kids provides an array of specialized programs, rehabilitation services, and outpatient clinical treatments to children and youth with physical, communication, and developmental needs. Programs and services - which are delivered at the Centre, in the community, at schools, and in-home - include: medical consultation, assessment, and diagnosis; audiology, autism support; complex care program; occupational therapy; physiotherapy; respite services; social work; speech-language pathology; therapeutic recreation; and family engagement. Grandview Kids actively participates in research to support innovation in rehabilitation science, to advance organizational capabilities, and to better serve caregivers and the developmental needs of their children and adolescents. As an organization, we are dedicated to inspiring possibilities, fostering development, and supporting growth and personal achievement with our clients, caregivers, and team members. Though a collaborative, multi-disciplinary approach, members of Team Grandview strive to provide culturally-safer, inclusive, and innovative evidence-informed care that meets the unique needs of each client.

**Team Assistant (Regular Full-Time) 1 Position**
- Regular Full-Time - 37.5 hours per week (1FTE)
- Commencing March 2024
- Onsite / In-Person

Under the general direction of the Manager, the Team Assistant executes tasks that support a client’s participation in programs and services. The Team Assistant’s responsibilities may include: participating in the intake function; creating and updating the client record while ensuring the integrity and confidentiality of client records; scheduling appointments; providing on-site support to the staff and families; completing data entry; uploading client information into the electronic health record; completing chart audits; completing reminder calls; maintaining communication with all other staff members; participating in education, orientation and public relations as required; maintaining a safe work environment; participating in the Centre’s Quality Improvement Program (QIP) activities; and carrying out other tasks as assigned.

**Responsibilities**
- Participates in the intake function by receiving referrals, contacting family and referring source to gather needed information and consents
- Monitoring/following up on requests for medical referrals, diagnosis or other documentation/questionnaires
- Administration of the client record according to established procedures and updating existing records with new referral request and referral concerns
- Admitting client to service navigation program and scheduling and entering initial appointments and Service Navigator appointments with client, family/caregiver, and community agencies
- Verifying and updating client and family contact information, custody status, guardianship and physician involvement and diagnosis.
- Running reports on demographic and workload data
- Obtaining informed consent for the sharing of information in accordance with Centre privacy and security practices;
- Documenting contact with family and referring source, including consents provided verbally or in writing, and uploading documents into the client record.
- Determining basic eligibility by reviewing established criteria and additional circumstances
- Discharging and redirecting to other services based on eligibility and coordinating with partners to arrange transfer to alternate services and providing information regarding partner agencies to families
- Arranging subsequent contacts as requested, including reassessments, intervention/therapy sessions, and workshops
- Providing support to the client, family, partners, staff and specialty clinics through liaison with the team
- Providing administrative support to the Welcome Centre for clients, families and visitors, receiving and directing telephone calls and processing cancellations from families, staff and partners

**Qualifications**
- College diploma in a field related to Business Administration or a similar discipline or;
- Two years of experience in a related setting.
- Previous work experience in healthcare with scheduling appointments and managing multiple calendars for various disciplines.
- Client-centred / family-centred approach with strong active listening skills
- Ability to multitask and navigate multiple computer programs at the same time while speaking on the phone
- Communicate with professionalism when faced with confrontational or sensitive situations - Ability to deal with complex inquiries from clients / caregivers - Strong time management and multitasking skills
- Ability to stay composed and organized in a fast paced environment
- Extensive knowledge of the principles and practices of administrative services;
- Other relevant business/computer courses;
- Bilingual (Fluent in French/English) is an asset
- You have a driver’s

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