Pcn Administrative Coordinator

2 weeks ago

Victoria, Canada South Island Division of Family Practice Full time

**PCN Administrative Coordinator**

The South Island Division of Family Practice is offering an exciting opportunity for a Primary Care Network (PCN) Administrative Coordinator to support the developing PCN Network.

This is a full-time position that reports to the PCN Director/PCN Manager. Working hours are onsite are at 37.5 hours per week, Monday to Friday 8:30am-4:30pm. Some late afternoon/evening meetings are required monthly.

**Background**

Divisions of Family Practice were created through a collaboration between the Ministry of Health and the Doctors of BC and are community-based groups of family physicians working together to achieve common health care goals. The South Island Division of Family Practice represents primary care physicians across multiple settings in Saanich Peninsula, the Western Communities and Salt Spring Island.

The Primary Care Network is being implemented and supported through a partnership between the South Island Division of Family Practice, Island Health, the First Nations Health Authority, and local Indigenous partners. One of the goals of Primary Care Networks is to enhance patient care using a team-based care approach. The implementation and delivery of the PCN has a strong focus on culturally informed care and cultural safety and humility.

Role Summary:
The PCN Administrative Coordinator will focus on supporting programs onsite in the South Island Division of Family Practice office and at times, in-person in clinic settings within the PCN. This is an ideal role for someone who thrives on cultivating positive relationships, developing efficient processes, has exceptional attention to detail, a good understanding of our healthcare system, and is familiar with family practice clinic operations. This will include working with primary care providers, PCN clinicians and staff to support patient intake, bookings, and organizing/coordinating efficient and effective office operations. This role will support the PCN program by providing administrative support to the team and committees as well as data-entry and administrative needs to manage patient referrals from the Health Connect Registry for unattached patients living in South Island PCN communities.

**Key tasks and responsibilities**:

- Provide administrative support to the Primary Care Network (PCN) team, its committees and working groups;
- Support the gathering, input, processing and analysis of data and information to assist in the development and evaluation of the PCN;
- Disseminate information as and when requested among stakeholders.
- Prepare meeting materials, including reports, presentations and agendas;
- Record meeting notes and prepare summaries which may include action items, decision logs, parking lot logs and participant satisfaction, in a timely manner;
- Arrange and support meeting and event logistics (date/time/location and catering), equipment needed and RSVP’s, including virtual, online meetings (especially Zoom);
- Respond to stakeholder inquiries about specific initiatives;
- Represent the PCN program to all stakeholders and assist with developing and maintaining positive relations with stakeholders, partners, other professionals and the community.
- Maintain confidentiality in all aspects of client, staff and agency information as per organizational policy;
- Collect, manage, store and use information in accordance with the Personal Information Privacy Act (PIPA);
- Demonstrate and promote a commitment to cultural safety and humility;
- Participate in ongoing learning opportunities for Cultural Safety and Humility and other job specific topics as approved by the PCN Director;
- Prepare and assist in delivering a variety of communications for the PCN, the Division and their initiatives. (e.g. online newsletter, posters, website maintenance);
- Develop and maintain proper workflows for accounts payable/receivable, assist in month end and cheque mailing, support annual audit process and coordinate all meeting sessional forms;
- Support other team members in the performance of their roles.
- Support the work of the Attachment Coordinator to facilitate matching BC residents registered on the Health Connect Registry (HCR) with FPs and NPs within the same geographic region who are accepting patients;
- Support the work of the Attachment Coordinator through ongoing communication and relationship building with local FPs, NPs and primary care clinic staff;
- Supporting the accuracy of the HCR Attachment Interface data, ensuring it has complete patient information (i.e., demographics, status, etc.);
- Sharing appropriate information, in alignment with privacy and security policies, about patients to local FPs/NPs/primary care clinics for the purposes of attachment;
- Other duties to support the work of the PCN and Division as required.

**Qualifications, Experience and Preferred Profile**
- Bachelor’s degree (ideally with a project-based component) or a high school diploma with advanced administrative tr

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