Medical Office Administrator
2 weeks ago
**POSITION NOTICE**
Applications are invited for the following position:
**POSITION SCOPE**:Responsible to the Director of Client Care (Community Options), the Medical Office Administrator is responsible for processing admission and discharge of clients, preparing discharge summaries; releasing and acquiring confidential client information, analyzing and assembling client charts, providing client related statistical data internally and externally, medical transcription, providing support to Physicians, answering telephone switchboard, greeting visitors and clients, and sorting and distributing mail throughout the organization. This is in accordance with the goals, mission, and philosophy of Kings Regional Rehabilitation Centre (KRRC).
**RESPONSIBILITIES**:
- Maintains and promotes health and safety standards and procedures according to KRRC guidelines and client care standards to a level consistent with recognized national and provincial standards, including ethical guidelines.
- Must hold in confidence all matters pertaining to clients, staff and the KRRC.
- Promotes and maintains good working relationships and communications within the facility, with other health care program personnel and with clients.
- Participates in technical duties and functions associated with client records and in accordance with regional and provincial guidelines by performing duties including, but not limited to:
- conducting quantitative analysis procedures including deficiencies and completeness of documentation;
- responding to requests for information with approval if required from the Director
- conducting manual and computerized incomplete record processing procedures;
- assisting in the preparation of routine and special statistical reports;
- doctor shadow billing for MSI reimbursements.
- Participates in a team approach by assisting other departments, i.e. reports, correspondence, in managing their records when required and by attending meetings and in-services and other training programs.
- Maintains and ensures accuracy of clinical records.
- Ensures charts have proper labelling for accuracy of clinical records, chartings, charting database with client numbers.
- Manages medical charts and records as required in a confidential manner.
- Transfers laboratory results to appropriate parties.
- Ensures fillable forms on intranet are secure and provides form support as required.
- Ensures filing is completed ensuring medical document and data control in conjunction with the Federal Personal Information Protection and Electronic Documents Act.
- Responsible for the processing, filing, documentation and destruction of confidential material as covered in the Freedom of Information and Protection of Privacy Act.
- Establish and maintains various internal office administrative support procedures such as document tracking, mail, fax, transcripts, registration, transaction confirmation numbers, filing and monthly reporting.
- Maintains office supplies and mailroom. ie. order supplies, maintain inventory, printer, fax machine, and updates inboxes as required.
- Operate switchboard to answer, screen and forward telephone calls as required.
- Operates public address system; and ensures announcements are professional and follow KRRCs Paging Guidelines.
- May train other staff members in procedures and in use of current software.
- May be required to cross-train in related areas for coverage.
- Updates in/out board on intranet as required.
- Creates a welcoming environment by greeting guests, visitors and directs them to the appropriate area. Directs activities of the reception area in a positive and friendly manner as required.
- Prepares out-going mail and sorts in-coming mail.
- Gives cards, prizes and gifts as required by the direction of the Director.
- Handles meal tickets, makes change and balances meal tickets with cash box.
- Participates in Inservice and staff development programs as appropriate.
- Participates in meetings as required by the director; taking minutes related to medical meetings.
- Maintains and posts updates to electronic information board.
- Maintains meeting rooms and bookings of the meeting rooms.
- Processes keys for new hires and maintains inventory of spare keys for the entire building.
- Prepares IPP documents, maintains the shared IPP folder and ensures that a copy is faxed to the Department of Community Services Care Coordinator.
- Oversees the booking of In-Centre vehicles and sign out/in of keys and gathers In-Centre Vehicle Trip Record #311.
- Maintains the Approved Drivers list and assists with obtaining updated Vehicle Abstract for drivers.
- Supports Client Care Department with required supplies documents upon client admission (e.g., addressograph card, Admission Data Sheet, Health Care Plan, Attending Physician form)
- Receives and processes Clinical Records order forms.
- Updates and prepares flow sheets.
- Reading fire panel and floor panels for proper announcements during emergencies.
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