Administrative Support Specialist

4 weeks ago

Hamilton, Ontario, Canada Hamilton Health Sciences Full time

Unit Overview

The Administrative Support Specialist operates under the guidance of the Diagnostic Services Business Manager and is accountable to the Business Coordinators and Clinical Manager. As a vital member of a Multidisciplinary Health Care team, this role encompasses a diverse range of clerical responsibilities including welcoming patients, managing telephone communications, maintaining patient records, organizing documentation, facilitating patient registration, and utilizing electronic health record systems (HIS/RIS/PACS). Additional duties include processing requisitions, data entry, and managing tasks within the image library and reception areas, along with other functions within Diagnostic Services as necessary. This position is situated in a dynamic, high-volume environment that demands independent judgment, strong teamwork capabilities, and frontline personnel who exemplify professionalism and exhibit excellent public relations skills.

Position Responsibilities

The role of the Communications Clerk involves a variety of clerical tasks such as greeting patients, handling phone inquiries, managing patient documentation, and overseeing filing and retrieval processes. Proficiency in electronic health record systems (HIS/RIS/PACS) is essential, along with the ability to process requisitions and perform data entry tasks efficiently. This position requires adaptability to work in the image library and reception areas, as well as other areas of Diagnostic Services as needed. The fast-paced nature of this department necessitates independent thinking, effective teamwork, and a commitment to professionalism.

Work Schedule

Shifts may include days, evenings, nights, weekends, and holidays, with rotation between sites as required.

Qualifications

  1. Completion of a Community College Diploma in Medical Office Administration or 2-3 years of equivalent current experience in a medical office setting.
  2. Knowledge of Medical Terminology related to Diagnostic Services.
  3. Proficiency in computer applications including MS Windows, Outlook, and Word.
  4. Typing skills with a minimum speed of 40 WPM.
  5. Ability to learn and apply terminal digit and color-coded filing systems.
  6. Strong organizational and problem-solving abilities.
  7. Excellent communication and interpersonal skills.
  8. Understanding of privacy and confidentiality protocols.
  9. Capability to lift up to 20 lbs as necessary.
  10. Aptitude for working in a fast-paced environment.
  11. Prior experience in Diagnostic Services reception, registration, and booking areas is preferred.
  12. Familiarity with Meditech Magic and ITS systems is advantageous.
  13. Medical terminology, computer, and typing skills will be assessed.

Additional Information

As a condition of employment, proof of full COVID-19 vaccination is required.

Hamilton Health Sciences promotes a culture of safety for both patients and staff, guided by our Mission, Vision, Values, and Values-Based Code of Conduct. As a teaching hospital, all staff and physicians are expected to support students and other learners.

This opportunity is open to all qualified applicants, with internal candidates receiving priority consideration. Past performance will be a factor in the selection process. If you have previously worked with Hamilton Health Sciences, please note that the circumstances surrounding your departure will be taken into account prior to any employment offer.

Proficiency in both official languages, French and English, is considered an asset.

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