Program Assistant

8 months ago


Oshawa, Canada CMHA Durham Full time

**Overview**:
Performs reception and administrative support services for the Canadian Mental
Health Association Durham’s (CMHA Durham) NPLC.

**Requirements**:

- Welcomes and directs all clients and visitors to the clinic
- Registers clients, confirms current contact information and involvement with other CMHA

Durham programs in the Cumulative Patient Profile
- Provides administrative support services and reception duties for the clinic, including

incoming and outgoing mail responsibilities
- Answers general phone inquiries in a professional and courteous manner
- Schedules appointments for Nurse Practitioners, Clozapine monitoring, injection services,

labs, outreach and Allied Health Care Providers
- Oversees scheduling to ensure appropriate use of clinic space each day
- Maintains NPLC’s waitlist in accordance with NPLC triage guideline and waitlist guideline
- Checks and responds to clinic messages (may involve scheduling appointments, receiving

and distributing incoming information i.e. incoming fax, mail etc.)
- Calls clients to remind them of upcoming appointments when necessary - Schedules

external diagnostic tests (prenatal screening, ultrasound, specialist appointments)
- Communicates with other agencies to obtain medical documentation as needed
- Reconciles all correspondence from collaborating physicians
- Responsible for file management
- Enters client information in database and updates information as necessary
- Initiates new client charts and updates the chart audit document
- Maintains vaccine refrigeration monitoring
- Ensures all outgoing medical documentation requests and tests are processed by the

clinic and continue to follow up including receipt of consultation reports
- Generates, distributes and finalizes all meeting minutes
- Completes scanning and attaching of documents each day including faxes and

photocopies as required
- Performs other tasks as assigned by management Risk Management
- Minimizes risks ensuring adherence to CMHA Polices and Procedures identifying,

assessing, evaluating and controlling risks ensuring well-being of staff and clients and

their families

**Skills**:

- Medical Office Administration Degree/Diploma and a minimum of two years related

experience or equivalent combination of education and experience
- Ontario Medical Secretaries Association membership would be an asset
- General knowledge of the mental health environment in Ontario
- Excellent communication (written and verbal) and interpersonal skills
- Ability to work with clients suffering from severe and persistent mental illness
- Highly organized, able to multitask and meet deadlines with many interruptions
- Ability to work with individuals of diverse backgrounds
- Knowledge of MS Office (Word, Excel, Access, PowerPoint and Outlook) and medical

database software

**Working Conditions**:

- Works in a medical office environment
- Exposure to clients in crisis
- Exposure to distractions, interruptions and deadlines - Some exposure to hazards,

including the handling of specimens

**Application Procedure


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