Reception & Referral Coordinator

1 week ago

Surrey, Canada Olive Fertility Centre Full time

**Reception & Referral Coordinator**

**Department**: Operations

**Reports To**: Clinic Lead - Surrey

**Location**: Surrey

**Work Schedule**:7:15am - 3:15pm Monday-Friday

**Overview**:

- Supporting the Vision, Values, Purpose, and Commitment of Olive Fertility Centre:_

Reporting to the Clinic Lead - Surrey, the Receptionist & Referral Coordinator is pivotal to the organization - this being the first voice, and first face new patients will see.

**Key Areas of Involvement Include**:
**Referral Co-Ordinator**
- Triaging new referrals to determine what testing patients need to do.
- Booking new patient consultations for specific physicians based on patient history.
- Uploading all patient requisitions and managing patient portal and CNP access.

**Reception**
- Greeting and checking-in patients as they enter the clinic.
- Taking webcam photos of all new patients and ensure they are accurately set up in the patient’s demographics folder in the company Electronic Medical Records program.
- Copy/scanning each patients’ provincial healthcare card and driver’s licence.
- Providing consents and information sheets and provide urine collection kits for minor procedure patients.
- Tidy waiting room as needed.
- Alerting personnel of visitors/patients to see them.
- Pulling next day’s appointment schedule and prep daily schedule.
- Arranging courier service for pickups.
- Accepting and confirming delivered packages; including verifying all supplies are present and notifying the Accounting Department of any missing items.
- Answering and triaging incoming calls with a pleasant, accommodating, and professional demeanour.
- Providing referral and clinic facility information to callers ensuring correct information is imparted in a professional, caring manner.

**Document/Chart Maintenance**
- Processing Medical Records requests and sending required documentation.
- Processing Obstetrical Referrals and sending required documentation.
- Scanning all paper reports/results/consents for Surrey related patients.
- Scanning and updating status for Electronic Communication Consents.
- Linking results as needed.
- Document management back-up for other clinical sites as needed (Chart transfers, e-filing, KRFC charts).

**Accounting Coverage/Back-up**
- Taking payments.
- Initiating invoices.
- Covering lunch breaks and provide support during sick calls/vacations.

**Other Tasks**
- Once adequately trained with a foundational understanding of fertility treatment, cross training to support the Surrey Patient Care Coordinator’s during vacation and sick calls will be provided.
- Participating in departmental meetings and in-service education sessions as required.
- Perform other related duties as assigned.

**Qualifications**:
**Education, Training and Experience**:

- Grade 12 graduation.
- Minimum of two (2) years related experience.
- Previous medical office experience is an asset.

**Skills and Abilities**:

- Demonstrated ability to prioritize and multi-task.
- Exceptional communication skills.
- Positive, friendly, and professional demeanour.
- Proficiency with answering multi-line switchboard without losing calls or missing calls.
- Exceptional communication skills.
- Ability to remain aware of other team members and to adjust workload to assist when required.
- Demonstrated ability to work independently and as a member of a multi-disciplinary team.
- Strong work ethic.
- Ability to speak and write fluently in English.
- Able to lift and carry up to 25lbs.

**Job Types**: Full-time, Permanent

Pay: From $24.50 per hour

Expected hours: 37.5 per week

**Benefits**:

- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Flexible schedule
- Life insurance
- Paid time off
- RRSP match
- Tuition reimbursement
- Vision care
- Wellness program

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

Ability to commute/relocate:

- Surrey, BC V3V 0C6: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (required)

**Experience**:

- Medical Office: 1 year (required)
- Reception: 1 year (required)

Work Location: In person

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