Office Assistant- Outpatient Mental Health

Purpose:To provide clerical support to the Out Patient Mental Health and Addictions portfolio. This includes client and group scheduling and registration, statistical and financial tracking. The Office Assistant plays a crucial role in maintaining smooth operations by keeping accurate records, ensuring timely completion of tasks, and contributing to overall productivity. Daily routines include but are not limited to; data entry, creating and submitting reports, ensuring adequate inventory levels, ordering new supplies through the material requisition system including restocking supplies, assisting clients with appointments, and being able to provide initial support via Mental Health First Aid to those experiencing a mental health crisis. You will work with Physicians, Nurses, Allied Health professionals, the MH&A leadership team and other hospital supportive staff.Duties:To provide clerical support to clients and staff of the Mental Health and Addictions portfolioSchedule in person and virtual appointments, for clients and group programsOrder and restock supplies as neededFacilitate phone calls and return messages in a prompt mannerFax and copy information as required, including medication prescriptions and medication listsFile and retain both paper and electronic health records.Create documents and spreadsheets as neededPrepare, organize and maintain both paper and electronic filing systems.Provide intake services for clients over the phone or in personComplete monthly and quarterly data collection for reporting and program fundingMaintain client reservation and waitlistsSubmit work orders as needed for general maintenance, IT issues, and Health and Safety concernsCreate letters and mail to clients and or other care partnersContact the Ministry of Health to update client’s OHIP Health Cards in the systemCollect, track, and mail invoices as requiredIn some programs you may be responsible for tracking and recording transactions, keeping up-to date records, and performing accuracy checks on financial dataCreate, distribute, and input Ontario Perception of Care Surveys for clientsOther duties as assignedQualifications:Certificate in Health Office Administration or Diploma in Office Administration or equivalent education and/or experienceExperience:Minimum 1 year experience working in health care environment in an administrative capacityAbility:Knowledge and ability to navigate phone calls, messages, or in person crisis situations that can be unsettling regarding mental health and addictions, as well as calling to do wellness checks on ClientsKnowledge of or experience using Electronic Medical Records systemsKnowledge of hospital software applications such as Meditech, Meditech-AMB, Patient Care Systems, Community Wide Scheduling, Order Entry, Agility, Sysco, Catalyst and CRMSAbility to meet deadlines as expectedIn depth knowledge and proficiency using Microsoft Office applications including formulasAbility to use fax and photocopy machinesProficiency in using telephone systems, computers, tablets, video and phone conference equipmentProficiency in data entry, keyboarding, and filing systemsDemonstrated ability to organize time effectively to perform the duties of the positionWillingness to work in all programs under the Out Patient Mental Health and Addictions portfolioDemonstrated ability to maintain successful working and client relationships with the ability to meet and interact in a pleasant and professional mannerKnowledge of Medical, and Mental Health and addiction terminologyAbility to work independentlyAbility to adapt to working in a high paced environment where the work is constantly changingKnowledge of Ministry related statistical reportingAbility to provide confidentiality and secure Client information according to the Personal Health information Protection Act (PHIPA)Demonstrated behavior consistent with the Sault Area Hospital Values and mission statement and standards of performance