Clerical Assistant

Reporting directly to the Clinical Leader/Manager, the Clerical Assistant will be responsible for performing a broad range of administrative, secretarial, word processing and business support services for a variety of ambulatory clinic and in-patient ward areas within the Respirology Program.

**RESPONSIBILITIES - In-Patient Ward Area**:
As a highly organized, self-motivated, results-oriented individual, you will be accountable for:

- Scheduling patient procedures as well as outpatient follow-ups
- Liaising with various hospital departments such as payroll, purchasing, etc. to exchange information and to resolve issues;
- Utilizing computer equipment and various software packages, i.e. word processing, spreadsheets, graphics, etc. to generate a variety of correspondence, reports and documentation;
- Operating multi-line telephones, greeting and receiving visitors (patients, families, etc.) and responding to inquiries including patient safety concerns and taking appropriate corrective action;
- Collecting unit statistics including nursing workload measurement.
- Coordinating staffing with the Charge Nurse, CLM and/or Interprofessional Resource Team
- Answering phones/call bells to coordinate patient care
- Collaborate with patient care team (physicians, nurses, clinical assistants, allied health, USWs) to support patient care flow, family visiting or other unit/department coordination processes
- Organize transfers, services and equipment for the unit e.g., ambulance transfers, porter, requests for maintenance of unit supplies and equipment and keep log of equipment sent out e.g., to Engineering, coordinate with consult services and portable diagnostic- Update hospital bed management system and unit patient boards

**RESPONSIBILITIES - Ambulatory Clinic Area**:

- Provide a broad range of secretarial and clerical support to the daily operations of the Respirology department including registration and patient follow-up appointments
- Provide excellent customer service - first contact by phone, in person and electronically for patients, staff and visitors; answers and forwards messages, facilitates pages to physicians/consult service providers, manages flow of patients/clients/visitors in a customer focused manner
- Coordinate timing and record keeping relating to patient admission, discharges, transfers and tests, maintaining patient charts (e.g., standardized packages, thinning, team labels, names, file old charts upon discharge)
- Arrange and coordinate appointments and meetings as necessary e.g., arranges for follow-up outpatient appointments at discharge
- Collaborate with patient care team (physicians, nurses, clinical assistants, allied health, USWs) to support patient care flow, family visiting or other unit/department coordination processes
- Manages requests in a timely manner, based on priority
- Organize transfers, services and equipment for the unit e.g., ambulance transfers, porter, requests for maintenance of unit supplies and equipment and keep log of equipment sent out e.g., to Engineering, coordinate with consult services and portable diagnostics
- Review, order and/or pick up supplies and equipment and maintain inventory, with oversight from CLM or designate

**QUALIFICATIONS**:

- Demonstrated oral English language skills to communicate with patients and team members with the ability to operate multi-line telephones, respond to inquiries and redirect calls as appropriate.
- Graduate of a recognized Office Administration program or equivalent
- Requires a Medical Terminology certificate
- Software Applications; Microsoft Office, Word, Excel, PowerPoint, Outlook, ADT, Soarian scheduling
- Excellent interpersonal and communication skills
- Present a calm and pleasant demeanor at all times
- Good judgment and discretion
- Proven ability to work under pressure
- Highly organized and efficient time manager
- Problem solver
- Flexibility in rotating job assignments