Casual Clinic Clerk

**JOB SUMMARY**:
Reporting to the Clinical Program Coordinator, the clinic clerk is the first point of contact for all incoming communication, necessitating a courteous, professional and assistive response to patients, faculty physicians, residents and interdisciplinary health providers. The incumbent provides clerical and administrative support for the QFHT interdisciplinary team, (e.g. patient appointment scheduling with physicians, nurses, residents, and allied health providers) and external (e.g. specialists, other clinics, agencies, and hospitals) referrals. The incumbent will also assist in processing electronic medical
records, patient billing invoice creation and documenting appropriately in the e‐chart, as well as coordinating specialized requests related to patient records documentation, transfer, legal, and insurance requirements. The incumbent will manage phone and electronic requests, as well as other administrative duties within a high‐volume, academic medical clinic.

**KEY RESPONSIBILITIES**:

- Help resolve issues and inquiries that arise through the mail or by telephone; gather information and carry out any research that may be required to bring the matter to a successful resolution; follow‐up as appropriate.
- Communicate effectively with physicians, residents/learners, staff, patients and external
offices/agencies.
- Schedule appointments with internal QFHT providers. This includes booking and tracking specialty appointments (e.g. intellectual or developmental disability health checks) for patients who require additional support and follow up.
- Provide front‐line problem solving and assist in maintaining a safe and efficient clinic flow. Proactively support patient care in cases of infectious disease, mental health, distress of any kind, emergency care and security.
- Run queries within the electronic medical record to identify patients who are due for particular tests, preventative screening, or condition‐specific assessments. Book appointments with the appropriate provider in the appropriate timeframe and work to ensure continuity of care between patients and providers.
- Process documents received such as medical reports/consultations/notice of appointment, appropriately uploading scanned documents into the electronic medical record. Use best practices for electronic medical records filing, checking for accuracy, ensuring that communications are distributed or redirected correctly; work with very sensitive and highly confidential information.
- Coordinate referrals and tests including documentation to support requests, and advise patients of preparation for tests. Appropriately refer clinical questions to ordering personnel. Problem solving in cases where patient needs to travel outside of Kingston area to obtain timely tests/procedures.
- Use online referral system (e.g. Ontario Telemedicine Network eConsult) to coordinate specialists’ responses to QFHT physician inquiries, working as the delegate to ensure timely responses between physicians, including tracking and follow up.
- Perform administrative duties such as sorting and distributing incoming mail, preparing outgoing mail, photocopying/faxing, receiving courier deliveries, distributing and retrieving information, updating and maintaining file system.
- Participate in relevant billing activities, including but not limited to preparing invoices for third party billing and uninsured services, processing of payments via point of sale equipment, reconciling payments, ensuring completion of appropriate insurance‐related documentation (e.g. Blue Cross, UHIP).
- Input and maintain a complex rotation schedule annually for 50 new residents, distribution of patients and ongoing back end maintenance.
- Aid in the administration of special projects for QFHT physicians and residents, which may include researching and gathering data, organizing information into a useable form, ensuring ease of access to resources or services, recruiting patients and providing general administrative support and liaison functions throughout the project.
- Provide support for program administration, resident training, quality improvement projects and data management.
- Responsible for overseeing the intake of new patients, including responding to community inquiries, placing patients with appropriate physicians, providing the appropriate paperwork, initiating the electronic medical record.
- Arrange translation services for patients whose first language is not English
- Undertake other duties as required in support of the QFHT.

**REQUIRED QUALIFICATIONS**:

- Two‐year medical administrative program at the community college level.
- One to two years experience in a clinical setting, such as outpatient clinics, physician office, community health centre.
- Demonstrated understanding of medical terminology.
- Proficiency in working with electronic medical records and online scheduling of multiple providers.
- Consideration may be given to an equiv