Clinic Support Assistant

6 months ago

Vancouver, Canada Providence Healthcare Full time

**Article Flag: Mandatory Vaccination Please Note**:
As per the current Public Health Orders (Long Term Care/Seniors Assisted Living Provincial Health Order and the Health Sector Order), as of October 26, 2021, all employees working for Providence Health Care must be fully vaccinated against COVID-19. Proof of vaccination status will be required.

**Summary**: Reporting to the Operations Leader, Inner City Youth Program (ICYP) or designate, the Clinic Support Assistant performs a variety of administrative, secretarial and general clerical duties such as screening and prioritizing incoming correspondence, maintaining appointment calendars for designated staff, and assists the Clinic in the development and implementation of administrative policies and procedures. Performs reception, and receives and processes intake referrals, answers routine inquiries, and books appointments. Processes a variety of reports, forms, and correspondence using standard word-processing, spreadsheet and presentation software; maintains client charts and filing systems, and monitors and orders office and clinic supplies, and cleans and sterilizes medical equipment as required.

**Qualifications / Skills and Education**: Education
Grade 12, medical office assistant course from a recognized institution plus three (3) years’ recent, related experience, or an equivalent combination of education, training and experience.

Skills and Abilities
Knowledge of the principles and practices of office and community clinic management. Knowledge of medical terminology.
Ability to operate related equipment and proven word processing skills, ability to create and work with spreadsheets, Microsoft Office documents and clinical databases.
Ability to type 50 wpm.
Business writing skills.
Ability to maintain effective working relationships with employees, clients/patients, other service providers and the general public.
Ability to explain clinical contracts, clinic procedures and regulations, to maintain confidentiality and to communicate effectively both verbally and in writing.
Ability to work under pressure, to multi-task, to problem-solve, to take initiative, to anticipate potential problems/conflicts and take appropriate actions, to organize and prioritize workload and meet deadlines.
Ability to supervise the maintenance of complex clinical records and to prepare statistics/narrative reports from the records.
Ability to work as part of a team and to participate in meetings.
Ability to work independently and in cooperation with others.
Knowledge of nursing equipment.
Knowledge of sterilization techniques and procedures.
Physical ability to carry out the duties of the position

**Duties and Responsibilities**: Performs secretarial duties for clinic staff such as screening and prioritizing incoming clinic mail, maintaining appointment schedules, arranging meetings and participating in, meetings as required, prepares agendas and handouts, takes minutes, word processes and distributes minutes, or notes of meetings, and composes correspondence in accordance with established procedures.

Assists with clinic and program activities by booking appointments, checking appointment lists, notifying clients of appointments, assembling and obtaining relevant client information, filling out laboratory requisitions, booking tests, and ensuring sufficient clinical, stationary, and client literature supplies are on hand.

Responds to calls/answers inquiries regarding routine program information, relaying phone messages to staff, and greeting clients in waiting area.

Receives intake referrals, completes documentation required for admission, and enters client information into the applicable clinical information/admitting system or client scheduling system; makes up charts from intake information. Enters consultation information such as diagnosis, tests ordered, test results etc, into the database to ensure client records are up to date.

Produces a variety of letters, memos, consultation reports, progress notes, agendas etc. from draft or verbal instruction using standard desktop word-processing, spreadsheet and presentation software at an intermediate level, obtains signatures, and distributes and files documents.

Compiles statistical information such as number of client visits, types of diagnosis, number of follow up visits, enters in spreadsheets, and prints monthly reports.

Answers routine inquiries about services, advises callers of services in the community and refers inquiries as appropriate and following protocols for obtaining assistance in an emergency/crisis situation.

Assists Supervisor/Coordinator by providing input in the development and interpretation of administrative policies/procedures/processes and related documents. Updates manuals by word processing new policies and procedures and adding or replacing information in manuals as directed and/or drafts procedures for review and approval.

Authorizes expenditures within a set limit, maintains/balan

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