Administrative Assistant

3 weeks ago

Thornhill, Canada Shouldice Hospital Full time

**Why work at Shouldice Hospital?**

Our Culture

At Shouldice Hospital, we pride ourselves on delivering the world’s best surgical outcomes and patient care in hernia treatment. We have an unwavering focus on our patients and commitment to our staff. We’ve created a culture where our staff feel like family and are empowered to make a difference. As a fully licensed and recognized Ontario Specialty Hospital for over 77 years, we place trust, integrity, teamwork, and caring at the heart of what we do.

**Our People**

We are a strong, positive and engaged team of people that are committed to excellence. We are invested in the growth and development of each other and value work life balance.

The Administrative Assistant provides administrative and clerical support to the Front Office, Clinic, and admissions process, working as part of the team.

**This is a 1-year contract position.**

**Responsibilities**:
**Scheduling and Administration**:
Contact patients for confirmation of scheduled surgical appointments, ask screening questions and check receipt of test results. Enter all gathered information in the patient’s electronic file.

Monitor and follow up with confirmation of patients to ensure that all are confirmed or cancelled one week prior to surgery date. Upon cancellation, inform the Booking Office of any patients cancelled immediately.

Maintain and update patient records, ensuring accuracy and compliance with privacy regulations.

Handle patient inquiries and provide necessary information about hospital services.

Inform patients who have been added to the Internist waiting list. Provide them with appropriate information. Contact patients from the Internist waiting list to book their appointments when dates are available. When booked, prepare patient files, and place them in file cabinet.

Cover Switchboard from 3:30pm to 5:00pm and Front Reception from 4:30pm to 5:00pm daily.

Provide coverage at Admissions Reception and Admitting/Discharges during daily breaks.

**Admissions Support**:
Assist with the admissions process, including patient registration and documentation.

Print daily admission chart packages for the patient chart binders.

Collaborate with the admissions team to ensure all necessary paperwork is completed accurately and efficiently.

Receive all patient charts following the admission process. Note any cancellations and changes. Identify and record the examining doctors for each patient on this list to be processed by the accounts department.

Communicate effectively with patients and their families, providing support and guidance throughout the admissions process.

**Team Responsibilities**:
Provide coverage as required in the Café, Admissions Reception, Admitting/Discharges, Front Reception, Booking Office, and Correspondence during absences.

Provide backup to other members of the team as needed to meet organizational and operational needs, recognizing the variable nature of the workflow of the unit.

Other duties as assigned.

**Qualifications and Skills**:

- Post-secondary education required.
- Prior experience as an Administrative Assistant or in a similar role.
- Knowledge of medical terminology and basic understanding of healthcare processes.
- Proficient in MS Office (Word, Excel, Outlook) and familiarity with electronic health records (EHR) systems.
- Attention to detail and a commitment to maintaining confidentiality.
- Excellent communication, interpersonal and organizational skills
- A team player, able to both take directions and work independently.
- Ability to multi-task
- Ability to work in a hectic environment.
- Exceptional customer service skills and experience.

**Job Types**: Full-time, Fixed term contract

Schedule:

- Day shift
- Monday to Friday

Supplemental pay types:

- Overtime pay

Ability to commute/relocate:

- Thornhill, ON L3T 4A3: reliably commute or plan to relocate before starting work (required)

**Experience**:

- Front desk: 2 years (required)
- Administrative experience: 2 years (required)

Work Location: In person

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