Clinic Support Coordinator

6 months ago

Victoria, Canada South Island Division of Family Practice Full time

EMPLOYMENT OPPORTUNITY
South Island Primary Care Network (PCN) Clinic Support Coordinator
Victoria

Background

Divisions of Family Practice were created through a collaboration between the Ministry of Health and the Doctors of BC and are community-based groups of family physicians working together to achieve common health care goals. The South Island Division of Family Practice represents primary care physicians across multiple settings in Saanich Peninsula and the Western Communities.

The Primary Care Network (PCN) is a network of clinics with Family Practice physicians and Nurse Practitioners working together to provide the primary care services a community requires. One of the goals of a Primary Care Network (PCN) is to enhance patient care access using a team-based care approach. It is being implemented and supported through a partnership between the South Island Division of Family Practice, Island Health, the First Nations Health Authority, and local Indigenous partners. The implementation and delivery of the PCN has a strong focus on culturally informed care and cultural safety and humility.

Role Summary:
Reporting to the Executive Director and PCN Director (or delegate), the PCN Clinic Coordinator

will focus on supporting program and onsite and, in-person clinical operations within the PCN. This is an ideal role for someone who thrives on cultivating positive relationships, developing efficient processes, has exceptional attention to detail, a good understanding of our healthcare system, and is familiar with family practice clinic operations. This will include working with primary care providers, PCN clinicians and staff to support patient intake, bookings, and organizing/coordinating efficient and effective office operations. This role will support the PCN program by providing administrative support to the team and committees as well as data-entry and administrative needs to manage patient referrals from the _Health Connect Registry_ for unattached patients living in South Island PCN communities.

Primary Duties and Responsibilities:

- Support the patient attachment process by:

- Providing in-office clinical support in clinics throughout the PCN to complete the intake of patients and booking initial appointments through multiple EMR platforms.
- Faxing and entering data and database management.
- Supporting patients with attachment registration and concerns.
- Pre-screening.
- Providing MOA support to the PCN allied health clinicians including:

- Designing and implementing a 3rdparty booking app for booking and scheduling appointments.
- Managing multiple schedules and support patient bookings online and over the phone.
- Ensuring privacy and accuracy when collecting personal information.
- Providing other administrative support needs as required.
- Provide administrative support to the PCN team and committees by:

- Preparing meeting materials, including reports, presentations, and agendas.
- Recording meeting notes and preparing summaries which may include action items, decision logs, parking lot logs and meeting participant satisfaction.
- Supporting other team members in the performance of their roles.
- Support clinics as needed to design, develop, map, and refine local and newly created EMR forms.
- Be an active member of the administrative team at the South Island Division office and provide vacation and other leave coverage and support with the other coordinators.
- Participate in meetings as required.
- Other duties as required.

Preferred Education, Training, and Experience:

- Have a minimum 5+ years medical office experience and/or direct experience with electronic medical records or equivalent and EMR mapping.
- MOA certificate or 2 years minimum of equivalent experience.
- Excellent administrative, coordination and organization skills.
- Excellent oral and written communication skills. Proficient in English.
- Be adaptable to a changing work environment and work efficiently.
- Use critical thinking, manage conflict and problem solve.
- Understand primary care culture and have a natural ability to establish rapport with health care professionals and their teams.
- Be detail oriented and process minded with an emphasis on continuous quality improvement.
- Strong technical skills, proficient in EMRs, Word, Excel, Outlook, and PowerPoint and has the ability to manage electronic databases.
- Has a natural curiosity and ability to listen and synthesize information quickly.
- Exercise strong interpersonal skills and work collaboratively with all personality types using diplomacy.
- Highly self-directed, motivated, and independent but works well as part of a team.

Conditions of Employment:

- This is a full-time position - 37.5 hours per week, Monday to Friday ~ 8:30 a.m. - 4:30 p.m.
- Ability to accommodate evening and early morning meetings is required.
- This is an in-office position in Royal Oak.
- Must live in the Greater Victoria Area.
- Up-to-date COVID-19 vaccination.

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