Clinic Assistant

3 weeks ago

Thunder Bay, Canada Oak Medical Arts Full time

**Oak Medical Arts**

Oak Medical Arts is an innovative health clinic model that integrates various health professions including: medical, pharmacy, chiropractic, massage therapy, footcare, mental health, and harm reduction. Operated and owned by local health professionals, the clinics are positioned to provide tailored patient care to the communities they serve.

**Plain Language Summary**

Oak Medical Arts is looking for an energetic and passionate Clinic and Pharmacy Assistant to provide support of daily pharmacy and clinic operations and dispensing, and to support our locations.

As a growing, innovative healthcare company, we are in the “business” of providing exceptional care to patients. Oak has built an incredible team of pharmacists, chiropractors, social workers, nurses and in growth and development, we need strong management and leadership to drive each site to excel. We have incredible teams of providers and clinic staff, and are looking to continue to grow as a locally owned business in Thunder Bay, and continue to offer more to our community.

**Key Requirements**:

- Professional
- Great customer service, always going above and beyond for each patient/client
- Strong attention to detail
- Demonstrates a high level of reliability and punctuality
- Great time management skills
- Flexibility and adaptability
- Excellent communicator
- A team player who will do whatever is asked and whatever it takes to support our team in providing excellent patient care
- Enjoys working in a dynamic workplace
- Fast learner

**Clinic Assistant Responsibilities**

Customer Service
- Provide prompt and professional customer service
- Greet patients
- Educate and inform patients about Oak and our services
- Build relationships with patients
- Warm and welcoming invitation for every patient into our clinics and pharmacy
- Maintain focus and priority of offering exceptional customer service

Booking Appointments
- Booking appointments in EMR system
- Booking clients as per provider request and preference
- Navigating EMR site and provider schedules
- Changing or cancelling appointments
- Creating accurate and relevant appointment notes
- Understanding general principles of booking appointments
- Understand provider preferences around booking appointments
- Explain all divisions and services to patient
- Book repeating appointments
- Using the waitlist
- Demonstrates confidence in booking appointments, answering questions, etc.

Documentation
- Scanning / input of provider information into EMR system (ex. Lab results)
- Add files to chart
- How to send, receive and process faxes in SR fax
- Notifying provider where appropriate on results
- Create tasks in JaneApp
- Print or export notes from EMR
- Ensure new patients complete intake forms and consent forms prior to treatments
- Having forms ready and available for provider completion
- Completion of basic information as per appropriate and as per provider request

Payments
- Cash / Debit / visa payments
- NIHB billing for social work
- Recording of ministry billing codes as appropriate
- Refund payment
- Process payments for appointments
- Pre-payments on JaneApp
- Process payments for products
- Add adjustments to appointments

Education and Promotion
- Familiarity with all Oak clinical and pharmacy services / programs
- Eligibility / Coverage / Costs
- Appointment durations
- Ability to properly pitch and educate patients about services and programs

Clinic Support
- Preparation for appointments (ex. Walk-in, chiro)
- Urine dips
- Basic medical supplies prep as needed (ex. Flu shot items)
- Screening clients for visits (ex. No narcotics in walk-in)

Site Optics
- Room prep / cleaning
- Clinic cleaning, disinfecting
- Basic janitorial duties
- Maintaining site optics, cleanliness and organization

**Pharmacy Assistant Responsibilities**

Pharmacy Operations
- All Kroll functions
- Receiving phone calls
- Refill requests
- New prescription faxes, etc.
- Keeping accurate profiles
- Adding notes as needed
- Cleaning and tidying duties
- Organizing space and workflow
- Managing supplies

Prescriptions
- Entering prescriptions
- Counting and preparing prescriptions
- Completing refill requests
- Methadone and suboxone scripts
- Creating accurate and complete blister packages
- Billing blister packs
- Running batches
- Third party billing
- All required documentation i.e. ministry billing codes, nutrition forms
- NIHB and other third party billing
- Troubleshooting billing
- Consent forms

Customer service
- Friendly, fast, efficient and exceptional care
- Answering phones
- All till functions
- Coordinating and setting up deliveries
- Answering questions
- Coordinating care between our locations if needed
- Booking clinical services appointments or other appointments as applicable

Inventory Management
- Managing drug orders
- Narc counts
- Inventory counts
- Return to stock
- Managing minimum and maximum in Kroll drug cards
- McKesson (sending and receiving orders,

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