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Hamilton, Ontario, Canada We Care Rehab Clinic Full time{"h2": "Job Summary", "p": "We are seeking a highly organized and detail-oriented Administrative Assistant to join our team at We Care Rehab Clinic. As an Administrative Assistant, you will play a vital role in ensuring the smooth operation of our clinic by providing administrative support to our staff and patients. Responsibilities:", "ul": [{"li":...
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Clinical Administrative Coordinator
3 months ago
Position Overview:
The role is pivotal in prioritizing office functions and executing a range of administrative and secretarial tasks within a healthcare environment.
Key Responsibilities:
Organize, manage, and oversee physician on-call rotations, procedural timelines, clinic schedules, and medical staff rounds. Draft various documents including correspondence and detailed reports. Arrange patient appointments and medical procedures efficiently. Coordinate schedules, facilitate meetings, reserve facilities, and manage travel logistics. Address scheduling conflicts, complaints, and other calendar-related issues. Utilize dictation equipment to transcribe a variety of documents, including meeting minutes, patient records, medical reports, and manuscripts. Create formal documentation such as meeting minutes and official notes. Monitor financial budgets and reconcile accounts, completing necessary financial documentation including travel expense reports, electronic requisitions, purchase orders, and journal entries. Process and reconcile clinical billing and third-party service invoices. Welcome visitors, manage general inquiries in person, via phone, and email, and respond independently to specific inquiries requiring in-depth knowledge of established protocols. Engage with patients and their families who may be facing challenging emotional situations. Ensure patients comprehend all instructions related to tests and medical procedures. Compile and gather information necessary for various grant applications and reports. Facilitate the collection of required signatures on grant applications and agreements. Conduct database, literature, and web searches to locate and retrieve relevant documents and articles. Prepare and organize examination rooms, ensuring all materials are adequately stocked and arranged. Establish and maintain both electronic and physical filing systems. Update and manage information across various databases. Maintain confidential files and records, handling sensitive information in accordance with established guidelines. File, retrieve, and purge documents as necessary. Monitor and procure office supplies as needed. Participate in various meetings and discussions. Assemble, organize, and distribute mailings effectively. Open and manage incoming mail and faxes, coordinating courier services as required. Stay informed about relevant medical terminology.Qualifications:
A two-year diploma in Medical Office Administration or a related discipline. A minimum of three years of relevant experience in a medical setting.Additional Insights:
Familiarity with OSCAR software for electronic medical records, alongside other software for billing and report submissions for patient and clinical third-party services, is preferred.
The ideal candidate will possess information technology support experience in a clinical context, demonstrating problem-solving and troubleshooting capabilities.
Essential qualifications include:
At least three years of experience in a medical clinic, ideally in family medicine. Medical Terminology Certificate levels 1 and 2 or equivalent knowledge, subject to verification. Proven success in a customer service-oriented role within a clinical environment. Experience working effectively in an interdisciplinary team. Knowledge of clinical equipment and supply ordering processes. Proficiency in typing at least 50 words per minute. Ability to generate and produce reports using Excel.Flexibility in scheduling is essential, as early morning or evening shifts may be required.
Preference will be given to candidates who exemplify values such as respect, creativity, and collaborative engagement.
The Medical Secretary II plays a vital role in upholding and promoting policies that align with the commitment to equity, diversity, and inclusion within the workplace.
