Medical Receptionist

**Position Title**: Receptionist - Full Time, Contract Position (37.5 hours weekly)

**Reports To**: Executive Director

**Position Summary**

The receptionist is responsible for providing administrative and clerical support to the Executive Director and the Business office. As a member of the administrative team, the medical secretary position will perform medical office administrative duties to support the needs of PrimaCare Community Family Health Team patients and physicians.

**Duties and Responsibilities**

**Operational/Administrative**
- Manage all program and specialist referrals for the clinical team which includes scheduling appointments, triaging referrals, communicating appointments to patients, and coordinating schedules to accommodate appointment vacancies or urgent referrals.
- Handling incoming and outgoing faxes, photocopying, scanning, printing, and distributing materials.
- Maintaining information accurately, up to date and confidentially including patient files, appointments and other documents as directed.
- Mange incoming and outgoing parcels/mail, open and distribute as appropriate.
- Assist with checking inventory, and supplies tracking.
- Prepare labels and requisitions, day sheets, procedures trays, kits and other documentation for patient visits, clinics, and procedures.
- Create documents including letterhead, templates, letters, promotional materials, spreadsheets, etc.
- Organize team meetings, prepare agenda, maintain minutes, distribute minutes.
- Access EMR to schedule patients, send and view messages and compile patient statistics.
- Input and maintain statistical data in required spreadsheets and databases and provide quarterly and yearly reports for the MOHLTC and other agencies as required.
- Demonstrating a willingness to assist with the workload during vacation or absence of other clerical staff.
- Support the administrative needs of all PrimaCare’s programs and services including physician billing (if requested), maintaining up to date resources, directories, systems, and processes to ensure the smooth operation of the business office.
- Participates in internal committees, meetings, and professional development opportunities.
- Has a good understanding of privacy and confidentiality in a health care setting.
- Performs all other duties and special projects as assigned.
- Assist with medical device reprocessing as required.
- Support clinic operations both behind the scenes and on the front lines.

**Reception**
- Performing reception and reception-related duties, responding to routine inquiries from telephone calls, visitors, staff; redirection calls or providing routine information requiring a detailed knowledge of the organization’s functions; sharing acquired relevant information with other team members; booking appointments and managing the daily schedule for all IHPs.
- Answering telephone, accurately taking messages, or directing calls to individuals or voice mail
- Greeting and directing patients and visitors upon arrival
- Booking appointments for After-Hours Clinic. Opening the After-Hours Clinic and ensuring its professional operation.
- Triaging patients and contacting on call physicians as directed by clinicians.

**Other**
- Personally comply with and assume appropriate responsibility for compliance with all health and safety practices in accordance with policies, standard operating procedures/guidelines, and the Occupational Health & Safety Act and applicable regulations.
- Promote and support a culture of patient safety and advocacy.
- Provide relief to other staff/departments as required.
- Ensure office equipment is in working condition.
- Moving medical equipment, tables, etc. and setting up rooms.
- Adhering to health and safety policies to ensure a safe environment.
- Use and maintenance of equipment including autoclave immunization fridge and FHT equipment.
- Liaise with various regulatory agencies, as needed.

**Education, Skills, and Experience**

**Education/Training/Certifications**:

- High School Diploma
- Post secondary certificate in medical office administration (preferred).

**Experience**:

- Minimum 2 years related administrative or medical receptionist experience (preferred).

**Other Requirements**:

- A Criminal Record and Judicial Matters Check and Vulnerable Sector Check that is satisfactory to the FHT.
- Proof of Full Covid-19 Vaccination.

**Skills and Abilities**:

- Thorough working knowledge of medical terminology and physician office operations considered an asset.
- Exceptional Organization and communication skills, verbal and written.
- Excellent customer service, and interpersonal skills and the ability to work collaborative with PCCFHT staff and FHO physicians and staff.
- Strong multitasking, organizational, and verbal and written communication skills.
- Ability to demonstrate tact and discretion in handling confidential and/or sensitive matters; maintain confidentiality.
- Ability to effectively foster good rappo