Clinic Coordinator

3 weeks ago

North Vancouver, Canada Tsleil-Waututh Nation Full time

**ABOUT US**
- The Helping House provides wholistic, culturally-integrated primary care for Indigenous clients and families. We are a team of interdisciplinary clinicians, including family physicians, a naturopath, nurse practitioners, a traditional Elder, and others, and strive to serve the Tsleil-Waututh Nation peoples by way of medical oversight, health and wellness services, and cultural healing.

Known as the People of the Inlet, the Tsleil-Waututh have lived on the unceded lands of the Burrard Inlet since time immemorial. Entrusted by their ancestors as stewards of the land, water, and air, the Tsleil-Waututh draw on the spirituality and wisdom of their traditional healers and knowledge keepers to fulfill this trust and thereby support the health of their families and communities at large.

By joining our team, you will come to enjoy not only fulfilling working relations with fellow colleagues, but also a meaningful connection with the people we serve, and from whom we continue to have much to learn.

**JOB SUMMARY**
- As one of the two MOAs on staff, the
- **Clinic Coordinator** is an integral member of our primary care team, supporting the various clinicians on the team, and providing a full range of clinical and administrative services to maintain the work flow of the clinic.

**DUTIES & RESPONSIBILITIES**
- Oversee and coordinate all clinical & administrative activities at the Helping House
- Coordinate inventory supply, tracking & management to ensure adequate medical supplies, office stationary, and other inventory holdings, while minimizing cost & wastage
- Administer and monitor inbound & outbound mail, including facsimile, courier, lab specimens, medications & vaccines, equipment and other correspondence
- Coordinate programs such as meetings, workshops, special projects & events, and clinical programming to support all teams under the TWN Health & Wellness portfolio
- Manage janitorial, repair, and maintenance service provider relations & activities; and ensure office & clinic facilities follow safety & building regulations
- Support the development & implementation of clinic policies & protocols
- Perform the clinical & administrative duties of the Medical Office Assistant as follows, whilst providing support with coaching and mentoring MOA’s new to the role

**Clinical**:

- Welcome and greet clients and families to our program, engaging in a manner which fosters culturally safe care, as well as a sense of belonging
- Screen phone calls and clinic visits, and triage these on the basis of urgency to ensure timely and effective care delivery
- Prepare clients and families for clinician assessment and conduct basic medical screening tests such as eye exams, glucose tests, height & weight measurements, and urine or pregnancy tests
- Monitor urgency of test results and flag for follow-up by the respective clinician
- Ensure exam rooms are clean and stocked between appointments and track inventory to ensure adequate supply
- Communicate effectively to ensure safe, timely, and coordinated client and family care

**Administrative**:

- Book and maintain initial and follow-up clinic appointments; contact clients to remind them of appointments; and manage clinicians’ schedules
- Arrange referrals and follow-up with other health care professionals and specialist consults
- Data entry, documenting with accuracy and professionalism, using various software including Oscar EMR, Panorama, MS Office
- Process MSP and third-party billings
- Prepare and organize correspondence including mail, courier services, faxes and scanned documents
- General office administration and day-to-day clerical support to the clinical team

**QUALIFICATIONS**
- Completion of grade 12 education
- Medical Office Assistant certification required
- 1-2 years of relevant work experience in a medical office, clinic, or other healthcare setting
- Proof of Covid-19 Vaccination as per the current PHO orders

**KNOWLEDGE, SKILLS, AND ABILITIES**

A medical office assistant (MOA) by profession, you enjoy working with people and demonstrate exceptional oral & written communications skills to support meaningful connection, interpersonal relations, and collaborative team dynamics. You are able to readily adapt to changing priorities, take initiative, and problem solve with creative solutions, whilst staying grounded in personal integrity and professional etiquette. You have a strong understanding of medical terminology, exemplify excellent organizational skills, and are innovative in creating system solutions to ensure workflow efficiency. You are able to work independently, and in collaboration with others, and possess sound judgment in decision making. You have a strong ethic of client service, and are knowledgeable about the culture and traditions of diverse Indigenous Nations.

**We offer 100% employer paid: medical & dental benefits and voluntary group pension. Paid time-off on top of vacation and sick days.

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