Medical Office Assistant Team Lead

1 month ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Sec to Medical Prof (Gr7)

Job Title

Medical Office Assistant Team Lead

Department

Clinic Support | Student Health Services | Student Health and Wellbeing | VP Students

Compensation Range

$4,460.00 - $4,686.00 CAD Monthly

Posting End Date

March 4, 2024

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

Within the context of a client centred model of care and in accordance with the vision and values of the VP Students portfolio, the Secretary to Medical Professionals is part of a team providing a full range of clerical services in the support of client care. The position performs clerical/reception functions such as scheduling, and data entry. Duties range from routine to complex and include maintaining a highly confidential electronic medical record system, correspondence and communication. This position includes supervisory responsibilities related to the training of staff and the delegation of work in events of unforeseen staff absences. The Secretary to Medical Professionals receives payments, prepares financial and statistical reports, types and prepares a variety of reports and other materials utilizing computer systems and software relevant to the job. Maintains an inventory of stationery and medical supplies. This position requires good judgment, the ability to work cooperatively in a fast paced environment, and the ability to respond with tact and sensitivity to a variety of patients and to perform all the duties with strict confidentiality.

Organizational Status

Works under the direction and reports to the Manager. Takes instructions from physicians and nursing staff.

Work Performed

Supervision of CUPE Staff
- oversees the daily operations of the clinic(s) to ensure administrative staff and providers have the personnel, facilities, and technical support needed to work effectively
- resolves day-to-day operational issues in the clinic with providers and administrative staff.
- provides backup to administrative staff
- supervises administrative clerks regarding workload; ensures appropriate coverage in cases of staff absences
- identifies and makes recommendations to the Manager for operational improvements
- creates, updates, amends, and communicates changes to administrative staff and provider schedules on a continuous basis
- Supervises administrative staff to ensure that clinical reception areas and waiting room space are well maintained.
- Participates in the hiring of staff.
- Trains permanent and temporary administrative staff; provides onboarding and ongoing training for staff
- Reports problems, discrepancies and office issues to the Manager; new or unusual problems would be discussed with the Manager

1. Customer Service

Provides efficient seamless and accessible reception service as demonstrated by:

- Responding respectfully and sensitively, to a culturally diverse stakeholder population (students, faculty, staff, colleagues, parents, and campus visitors).
- Effective verbal and nonverbal communication (welcoming and warm manner, empathic listening, ability to clarify and assess what is being asked, speaking clearly and articulately, ability to diffuse situations involving ill, anxious, or frustrated individuals
- Providing timely service with mínimal supervision and working effectively during high volume periods.
- Working collaboratively within a service team context to ensure high standards of service provision in accordance with Student Health Service policies.

Deals with customer service complaints effectively as demonstrated by:

- Collaborating with parties involved to address difficulties.
- Negotiating positive outcomes.
- Determines the urgency of requests for services and works closely with the Manager to manage smooth flow of patients.
- Schedules appointments for physicians and nurses
- Communicates with other clinical offices, departments and units to coordinate client appointments and testing.
- Registers students for appointments and obtains and enters data into computerized electronic medical record system.
- Verifies student registration status and health insurance status using established computerized database systems.
- Assists students in using the electronic medical record system.
- Receives, scans and imports and transfers diagnostic reports from external laboratories to clinic medical record system
- Responds to requests for records and information releasing information to authorized personnel in accordance with established standards and

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