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**Medical Office Coordinator - Primary Care Clinic**
Squamish Helping Hands Society is a registered charity providing food, shelter and support services to
individuals and families in the Sea to Sky region who are living with or threatened by homelessness and who
also might be struggling with mental health and addictions. We believe in being part of a community where
everyone matters, and where housing and food access are human rights. We have evolved over the past few
years beyond emergency shelter to housing our participants in an affordable and supportive environment.
At our new location - Under One Roof - participants are encouraged to contribute through meaningful
work, cultivate resiliency through a supportive community, and strive for independence through a Housing
First Approach.
Squamish Helping Hands is an equal opportunity employer, committed to recruiting an inclusive workforce
that reflects the community we serve. We encourage applicants from diverse backgrounds, including
Indigenous applicants, all genders, nationalities, and persons with disabilities.

**Job Summary**
**Background**

Squamish Helping Hands, Sea to Sky Divisions of Family Practice, and a group of local physicians are planning
to establish a primary care clinic at Under One Roof.

In this program, local physicians will hold clinic hours on-site at Under One Roof, Squamish’s supportive
housing facility, located at 37871 Third Ave. The clinic aims to provide primary health care to those in our
community who are struggling with substance use, pain, mental illness, experiencing or have experienced
homelessness, and who face barriers to primary care. Many of these vulnerable individuals in our
community do not have a family physician and have been affected by a plethora of societal inequities,
discrimination, and lack of access to support and services.

We aim to operate the clinic for 3 half-days each week, with a physician on-site and a medical office
coordinator.

**Job Summary**:
Reporting to the Integrated Participant Care and Resource Manager, the Medical Office Coordinator will
keep the clinic running smoothly by scheduling appointments, recording and filing medical records,
communicating with Squamish Helping Hands staff and other community service providers.

The Administrative/Medical Office Coordinator will oversee the day-to-day operation of the clinic, ensuring
the necessary equipment and supplies are in place, and procedures and guidelines are followed.

**Administrative Support**:
- Schedule appointments for patients and coordinate patient appointments with doctors and staff,
- issue appointment reminders- Coordinate referrals, lab work and follow up appointments with other medical clinics/laboratories
- etc.- Maintains patient notes, forms, records, documents, and statistical information
- Use Electronic Medical Record (EMR) system to keep patient information complete and up-to-date,

including entering data, patient information, appointments, uploading reports to patient files
- Faxing patient referrals and diagnostic testing requests, tracking and recording in EMR
- Helps prepare reports from databases and prepare materials for distribution, helps organize and
- summarize data and information- Provides support for use of EMR system to physicians and other staff if needed
- Coordinates maintenance of office equipment
- Coordinates the ordering of medical office and stationary supplies
- Assists in the program evaluation, including the compilation of statistics
- Support meetings with minute taking or facilitation as needed.

**Patient Service**:

- Provide supportive, trauma-informed service to patients- Conducting patient intake such as collecting medical history and entering in the EMR
- Preparing patients for various appointments
- Welcoming patients and escorting them to the exam room
- Chaperoning visits as needed
- Liaising with Squamish Helping Hands staff and other community service agencies and/or ministries
- to provide information and coordinate care- Educate patients about resources and clinic procedures

**Clinical Duties**:

- Performing urinalysis screen/pregnancy tests- Keeping exam room clean and organized and preparing exam room for various appointments (pap
- smears, complete physicals, laceration repair etc.)- Prepare, label, and send out patient specimens for testing
- Monitoring office and exam room inventory of supplies and placing orders as necessary
- Prepares agendas and takes minutes at meetings, as required
- Assists with the maintenance of office equipment

**Education Training and Experience**:

- Grade 12 plus post-secondary courses in office administration. MOA diploma is an asset- Knowledge of health administrative practices and ability to adhere to organizational policies and
- procedures- Two years related experience OR the equivalent combination of education, training and experience
- Previous Electronic Medical Record experience is an asset
- Strong computer/technology skills: