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Administrative Support Specialist for Healthcare
3 months ago
Job Description
Position: Administrative Support Specialist for Healthcare
Program: Out-Patient Medicine
Department: Medical Clinics/AIM
Status: Temporary Part Time (12 months)
Role Level: Admin/Clerical (AC03) $ $29.30
Site: Credit Valley Hospital
Hours of Work/Shifts: Days (8 hr and 10 hr) 7-3, 7:30 – 3:30, 8-4, 8:30 – 4:30, 9-5, 9-1, 07h30 – 17h30
Trillium Health Partners (THP) is a leading community-based acute care facility in Canada, serving diverse populations and affiliated with the University of Toronto.
Our Mission: A New Kind of Health Care for a Healthier Community
Our Values: Compassion, Excellence, Courage
Our Goals: Quality, Access, Sustainability
Our Enablers: People, Education, Innovation, Research
The Administrative Support Specialist plays a crucial role in providing clerical assistance for reception, managing new referrals, and ensuring efficient patient administrative services within the department.
Key Responsibilities
Reception and Patient Engagement
Welcomes visitors, staff, and volunteers, directing them to the appropriate personnel and providing assistance as needed. Registers patients, verifying demographic and insurance information. Communicates hospital policies and procedures to patients and visitors as necessary. Manages telephone inquiries and correspondence, directing them to the appropriate personnel.New Referrals and Information Management
Processes incoming referrals, ensuring completeness and following up as necessary. Inputs patient information and appointments into the electronic system, including scheduling. Assists new patients with required documentation and inquiries. Ensures proper processing of patient discharges and chart management.Patient Administrative Services
Coordinates patient information flow, facilitating communication for effective care. Updates patient demographics and collects necessary registration information. Addresses patient and family inquiries, escalating concerns as needed. Schedules outpatient appointments and manages cancellations and rescheduling. Explains necessary preparations for tests and visits. Collaborates with internal departments and external healthcare partners for appointment management. Arranges transportation for patients when necessary. Communicates patient movements and appointments to relevant personnel promptly.Clerical Administration
Manages physician bookings and maintains office supplies. Processes financial transactions related to patient services. Participates in unit meetings and contributes to team objectives. Sorts and distributes incoming correspondence. Prioritizes and relays messages for staff as required.Scheduling and Timekeeping Support
Assists staff and leadership with scheduling inquiries and information retrieval. Coordinates with scheduling clerks to ensure staffing alignment. Accesses unit schedules to address staff inquiries.Epic System Responsibilities
Updates patient demographics in the electronic system, ensuring accuracy. Coordinates follow-up care appointments for patients. Initiates service requests within the electronic system as needed. Supports colleagues in utilizing the electronic system effectively.General Duties
Makes reminder calls for upcoming appointments. Scans documents as required. Tracks follow-up responses for potential escalation. Enters data related to appointment requests. Prepares transfer documentation for receiving facilities. Stocks unit supplies as necessary. Updates assignment sheets and takes minutes during meetings. Provides support to the Clinical/Team Leader as needed.Adaptability and Compliance
Adapts to a dynamic work environment by undertaking various responsibilities and ensuring compliance with health and safety regulations.
Qualifications
Educational Background
High school diploma or equivalent; additional education in healthcare administration is advantageous. Post-secondary education in healthcare administration or related fields is preferred. Familiarity with medical terminology is a plus.Professional Experience
1-2 years of experience in an administrative role is preferred. Experience in customer service, particularly in healthcare settings, is desirable.Skills and Competencies
Proficient in basic computer applications and electronic health records. Strong customer service skills with a professional demeanor. Excellent organizational and time management abilities. Effective verbal and written communication skills. Detail-oriented with a focus on accuracy in data entry. Ability to adapt to changing priorities in a fast-paced environment.