Clerical Support Specialist

2 months ago

Brockville, Ontario, Canada The Royal Mental Health Centre Full time
Job Summary

We are seeking a highly organized and detail-oriented Clerical Support Specialist to join our team at The Royal Mental Health Centre. As a key member of our Inpatient Unit, you will provide administrative support to our staff and patients, ensuring the smooth operation of our clinical records and daily activities.

Key Responsibilities
  • Front Desk Operations: Greet visitors, provide information and direction, and respond to phone inquiries in a professional and courteous manner.
  • Clinical Record Management: Locate, retrieve, and maintain accurate clinical records, ensuring they are available to the Nursing Units prior to admission.
  • Chart Preparation and Discharge: Assemble charts in preparation for admission, disassemble and collate charts on discharge, and send current and previous charts to clinical records.
  • Requisitions and Scheduling: Prepare requisitions for diagnostic tests, consultations, and lab work, track and maintain accurate records of all requests/consults, and schedule internal/external diagnostic tests and consultations.
  • Test Results and Communication: Maintain test results in a computerized database and communicate results to staff.
  • Mental Health Act Forms: Process Mental Health Act forms completed by physicians as directed.
  • Pharmacy and Lab Support: Deliver physician orders to the Pharmacy and pick up medications as needed, and deliver lab specimens to the Venipuncture Lab.
  • Patient Census and Inventory: Maintain Patient Census information using designated protocols and software, and order/maintain adequate inventory of supplies.
  • Clerical Support: Provide administrative support to the Manager and Inpatient Unit staff, including making phone calls, drafting/typing letters, and creating educational materials.
  • Program Support: Provide clerical support to the Program by taking/transcribing/typing and circulating minutes of Program-related meetings.
  • Office Administration: Arrange office moves, order supplies, and maintain up-to-date manuals, telephone lists, and other essential documents.
  • Confidentiality and Safety: Ensure that all confidential material is shredded and work in a manner that is in compliance with staff and patient/client safety practices, policies, and procedures.
Requirements
  • Education: Minimum of OSSD with training in business, office procedures, or related experience.
  • Typing Speed: Minimum typing speed of 35 words per minute.
  • Communication and Interpersonal Skills: Demonstrated ability to interact with the interdisciplinary team in a collaborative manner, and interact in a professional and caring manner with diverse client populations.
  • Computer Skills: Demonstrated ability to work with computer software applications relevant to support clerical needs, including Microsoft Outlook, Microsoft Word, Excel, PowerPoint, Meditech, and Internet Explorer.
  • Language: English level A- is mandatory in oral expression/comprehension, reading comprehension, and written expression. Bilingual (French/English) is considered an asset.
  • Certifications and Clearances: Satisfactory Police Records Check for vulnerable sector.

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