Client Service

3 weeks ago

Abbotsford, Canada Maplewood Care Society Full time

**Position Summary**:
As a member of the administration team upholding Maplewood Care Society’s Mission, Vision and Values and established policies and procedures, committing to professional and facility codes of ethics and functions within the regulations, standards and guidelines governing residential care.
Under the direction of the leadership team, the Client Service & Information Representative performs professional secretarial and administrative duties (including work of a confidential nature for the Leadership Team, Administration Team & Department Heads), scheduling, admitting/discharging residents/respites and handling of money. This includes duties such as acting as a communication link by transcribing and processing physician’s orders, communicating with other departments, coordinating resident appointments, arranging resident tests and receiving results, receiving and directing visitors and telephone answering. Assembles and maintains resident charts and performs keyboarding and data entry responsibilities. This position also participates in the development, implementation and evaluation of department goals in accordance with the Continuous Quality Improvement philosophy and contributes to the resource management of the Administration Department.

**Reports To**:
Director of Finance & Operations

**Duties and Functions**:
**Reception**:

- Maintains the reception desk.
- Performs receptionist duties include greeting residents, day program clients and visitors, conducting facility tours, answering inquiries, directing people to the appropriate person or department and accepting legitimate deliveries.
- Answers and forwards phone calls to corresponding parties as required.
- Monitors front door and secondary (emergency) exists.

**Clerical**:

- Performs clerical duties as assigned by the department heads, leadership team and/or their delegate.
- Ensures that all correspondence and word processing is attended to in a timely manner.
- Updates and provides clerical support to all facility manuals.
- Prepares minutes for general staff meeting as needed.

**Scheduling**:

- Prioritizes, processes, coordinates and transcribes physician’s orders and performs necessary follow up action.
- Prepares routine schedules for Maplewood House employees i.e. nursing and support services using MCS adopted software scheduling system.
- Schedules relief Maplewood House employees in the case of unforeseen illness and approved absences from work ensuring that collective agreements guidelines and/or MCS policy are followed.
- Communicates sick call, unforeseen leave requests and re-scheduling information to appropriate department head and/or personnel.
- Maintains relief staff contact lists information and other records and submit any changes to HR and Payroll Department.

**Record Management**:

- Files correspondence and related materials as per filing system relevant managers.
- Assists in the maintenance of accurate resident records as required.
- Sorts and/or purges resident's chart and miscellaneous papers in the nursing station as needed.
- Maintains up-to-date hard copies of MCS policies and procedures and makes them available at designated locations for all employees and public as needed.
- Ensures the confidentiality and security of records, files and information.
- Maintains the tidiness of the old file records storage.

**Administrative Logistic**:

- Acts as the contact/liaison between residents and their representatives and facility administration as required, including resident account reconciliations.
- Accepts and receives cheques for accommodation/services/payments due/donations to the society and maintains recordkeeping in line with the policies and procedures of MCS.
- Assists the program coordinators and department managers in coordination of home programs, events and services.
- Supports and coordinates the operation of the Adult Day Program.
- Coordinates and records badges/name-tags delivered to day-program participants, visitors and volunteers.
- Upkeeps the tidiness of the stationery storage and reception area.
- Organizes and ensures a professional and pleasant office environment.
- Maintains office stationery and printer supplies.
- Maintains and update facility library as required.
- Monitors the signing out of the Staff Education Resource Centre materials.
- Monitors and maintains the function of the photocopier and fax machine.
- Calls for service for printer, telephone, photocopier and computers.
- Participates in the facility-wide quality assurance program.
- Performs other related duties as assigned.

**Professional Qualifications**
**Education and Experience**:

- Grade 12, medical terminology and graduation from a recognized Nursing Unit Clerk program plus one year's recent, related experience or an equivalent combination of education, training and experience.

**Skills and Abilities**:

- Ability to communicate effectively both verbally and in writing.
- Ability to deal and wo

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