Clinical Administrative Assistant

3 months ago

Ottawa, Canada Ottawa Hospital Region and Imaging Associates Full time

**Job Summary**

To provide clinical administrative and coordination support to the radiologists providing imaging guided procedures such as those in Vascular and Interventional Radiology (VIR), Neuroradiology including Interventional Neuroradiology (INR), Chest, Breast, Body, and Musculoskeletal Radiology.

**Job RESPONSIBILITIES**

**Interventional Neuroradiology**:
**Daily Tasks**:

- Book clinics in Outlook and EPIC - book procedure followup and new patients
- Book procedures in SMS, Outlook and SDCU spreadsheet, etc.
- Book follow-ups and save dates for procedures
- Contact patients pre and post discharge - document assessment and any interaction in EPIC for the supervising radiologist

**Clinic**
- Assist patients and supervising radiologists
- Reach out to patients and facilitate scheduling
- Pre-charting: Coordinate all documentation for clinic ensuring completion before the time of consultation
- Book follow-up visits
- Schedule procedures
- Obtain and file consents
- Ensure billing accuracy and disposition
- Collect and update patient information, maintain accurate electronic medical records.
- Ensure medical imaging documentation is uploaded in EPIC media
- Enhance documentation and correspondence in the EPIC system.

**Miscellaneous**:

- Coordinate pre and post procedure Triage referrals to radiologists
- Protocol tasks especially for clinic and treated patients
- Coordinate referrals to and from radiologists
- Quality assurance
- call backs for the radiology department with documentation support

**Procedures**:

- Monitor radiology procedure wait list
- Communicate regularly with radiologists about the waitlist list of procedures waiting to be done and update radiologists at least once a month
- Create orders and facilitate radiology consultations using EPIC system and templates.
- Check that the patients attend and adhere to pre and post procedure requirements by the radiologists (blood work, consults, pre-admission appointments, etc)
- Quality assurance
- call backs for the radiology department with documentation support

**Patient Registry**
- Maintain neuro-interventional patient registry and maintain neuro-interventional follow-up log
- Participate in and maintain multi-disciplinary case conference database including the decision portion and all other relevant fields.
- Input case conference into EPIC.
- Forward the case conference to the patient and the family MD
- Use “INR follow up” log and “billing sheets” to determine all ruptured and non-ruptured coiling cases

**VIR/Body (radiofrequency ablation), MSK/Breast (consults) and Neuro spine procedures (vertebroplasty, rhizotomy, median branch block, nerve root or facet injection, spinal biopsy, myelogram)**:

- Answer calls related to services from patients and clinicians, and relay as appropriate
- Organize appropriate follow-up
- Communicate with the appropriate areas regarding consultations, clarifications, bookings and modifications.
- Organize and attend Interventional Radiology clinic 1/2 day weekly
- Enter procedure data into a database prospectively and retrospectively
- Ensure follow-up (clinical and imaging) is arranged and subsequently performed
- Inform appropriate radiologist of follow-up results
- Back up scheduling assistant for the radiologist

**SKILLS**
- **Soft Skills**_**:

- Excellent organizational, prioritization and time-management skills required to meet deadlines while ensuring accuracy.
- Ability to work independently as well as part of a team.
- Excellent interpersonal and verbal communication skills.
- Problem-solving and decision-making skills required to deal with unexpected situations or issues.
- Above average initiative and judgement
- Ability to maintain patient and staff confidentiality
- Develop a positive relationship with all those associated with OHRIA and the Department, including patients, Radiologists, Residents, Fellows, and other OHRIAs support team members and departmental personnel.
- **Technical Skills**_**:

- Solid knowledge of computers and software products at the intermediate level such as MS Outlook, Word, and Excel, EPIC
- Experience working in a clinical setting in a hospital.
- Minimum BA/BSc or equivalent experience

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

Pay: $30.00-$35.00 per hour

**Education**:

- Bachelor's Degree (preferred)

Work Location: Hybrid remote in Ottawa, ON K1Y 4E9

Application deadline: 2024-09-13

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