Clinic Clerical Assistant

3 months ago

Mississauga, Canada Trillium Health Partners Full time

**Job Description**:
**Position**:Clinic Clerical Assistant

**Dept**:Family Care Centre-Women’s & Children’s Program

**Posting ID**:2024-38860

**Status**:Temporary Part-Time (1 year)

**Role Level**:AC03 ($24.17/hr - $30.18hr) *_Salary commensurate with experience_

**Site**:Mississauga Hospital Site

**Shift**:Available to work 8 hour days - alternating weekends. Rotating shifts 730-330, 8-4 and 830-430

**Posted**:September 10, 2024

**Internal Deadline**:September 17, 2024

Trillium Health Partners (THP) is one of the largest community-based acute care facilities in Canada. Comprised of the Credit Valley Hospital, the Mississauga Hospital and the Queensway Health Centre, Trillium Health Partners serves the growing and diverse populations of Mississauga, West Toronto and surrounding communities and is a teaching hospital affiliated with the University of Toronto.

Our Mission**:A New Kind of Health Care for a Healthier Community**

Our Values**:Compassion, Excellence, Courage**

Our Goals**:Quality, Access, Sustainability**

Our Enablers**:People, Education, Innovation, Research**

**Position Summary**:
The Department Clerical Assistant provides clerical support for reception; new referrals processing and information management; patient adminstrative services, ensures the clerical administration and operation of the patient services department/clinic; and performs other duties consistent with the job classification as required.

The Family Care Centre is a paediatric ambulatory care centre that supports multiple paediatric outpatient clinics. These clinics include Paediatric Diabetes Education Program, Neonatal Follow-up, Neurology, Asthma, ED Follow Up, Children’s Procedure, Antenatal, General Paediatric, and Children’s Nutrition Clinics. Clinical Clerical Assistant’s role is to support flow through of patients through the clinic, ensure accurate registration, and ensure the clinical teams are supported to provide exceptional patient care.

**JOB DUTIES & RESPONSIBILITIES**:
**Reception**
- Greets patients, visitors and staff, directing them to appropriate personnel and/or destination/room, providing assistance as required.
- Registers patients, confirming/validating patient demographic, insurance (including OHIP) and other required information as appropriate.
- Explains hospital/department policy and procedures to patients, visitors and staff as necessary (including infection prevention and control).
- Answers the telephone, sends/received faxes, responding to enquiries within scope of authority, or, directing to most appropriate person.
- Takes, prioritizes and relays messages for staff and/or patients. Locates staff, pages healthcare professionals as required.
- Open, sort and distribute incoming mail and other materials.

**New referrals processing and information management**
- Receives and logs incoming referrals, reviews for completion, follows up as required.
- Creates and maintains charts. Ensures required forms are received, completed correctly and put into patient file.
- Enters patient information and appointments into required databases, updates with appointment and other medical information
- Makes reminder phone calls for next day appointments
- Assists new patients completing required questionnaire, responding to questions within scope of authority.
- Prepares and updates patient charts with lab reports, test results and other pertinent information. Scans and copies chart and other information as required.
- Ensures patient discharged are processed and charts are sent to Health Records

**Patient Administrative Services**
- Books outpatient new and follow up appointments, triaging referrals as appropriate. Cancels appointments and follows up with other patients for rescheduling of visit.
- Explains test/visit preparations as required within scope of authority.
- Liaises with internal departments and external healthcare facilities to book/cancel tests, appointments.
- Books interpreters for patients as needed.
- Arranges for transportation for patients as required (eg. those staying in nursing homes).
- Transcribes and enters physician orders including medication, lab and imaging orders and other patient information into appropriate system
- Enters data including appointment requests, discharge documentation. nursing acuity/workload assessments as required.
- Notifies appropriate personnel of patient movement, cancellations, appointments and other patient information in a timely and accurate manner.

**Ensures efficient clerical administration and operation of the department within scope of authority**
- Prepares clinic lists, identifies orders needed as required.
- Enters and maintains payroll records (include sick and vacation requests).
- Creating and managing Physician booking, Allied Health grids (calendar management) as required.
- Transcribes diagnostic reports, assessments, minutes and correspondence
- Submits billings to CCAC, WSIB and other organizations as required

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