Medical Receptionist

**Job Summary**
Voice Found has an opportunity available for an experienced medical receptionist. In this role, you are often the first contact for our clients, community partners, and other healthcare providers. A warm and welcoming demeanour, attention to detail, and the ability to prioritize are imperative.

The ability to speak and write both English and French are mandatory requirements. Experience using Telus Health PS Suite (EMR) and working with a vulnerable population, are definite assets.

This is a dynamic role that requires at least 3 years’ experience.

The medical receptionist at The Clinic plays a critical role in ensuring the clinic's smooth and efficient operation. This includes fostering a safe, clean, and welcoming environment for clients while supporting the clinical team by maintaining medical supplies, coordinating communication between staff and clients, and ensuring that day-to-day operations run smoothly. The role also involves facilitating communication regarding cases with the nurse practitioner, including participating in case conferences, collaborating with the Anti-Human Trafficking (A-HT) team to organize emergency exits when needed, and managing client data through EMHware and PS Suite EMR to ensure accurate and timely documentation. The Clinic of Voice Found provides primary and preventative health care to those who are at risk of, being, or who have been trafficked. In addition, the clinic offers access to peer support, case management, mental health and addictions support, and basic needs. The Clinic focuses on providing trauma-informed, culturally responsive, and equitable care to all clients.

**Duties and Responsibilities**:
The Medical Receptionist plays a key role in the effective management of the client experience at The Clinic. Maintaining a high degree of confidentiality and integrity, the duties include:

- Client Communication & Scheduling_
- Ensure timely follow-up with clients regarding appointment reminders and rescheduling when necessary.
- Greet and provide support to clients and visitors in the waiting area, ensuring they feel safe and respected.
- Print daily lists of scheduled visits to the office for validation (security) daily.
- Administrative Support & Document Management_
- Manage incoming and outgoing referrals by organizing, tracking, and ensuring timely follow-through.
- Coordinate the transfer of patient health records (incoming and outgoing), ensuring accuracy and compliance with privacy regulations.
- Scan, fax, and file documents securely, maintaining organized and up-to-date records.
- Electronic Medical Record (EMR) Management_
- Utilize Telus Health PS Suite to accurately input and maintain client data.
- Ensure all client information, appointment details, and case notes are documented promptly and correctly.
- Capture and report on clinic statistics, including client demographics and service usage, to meet funder reporting requirements.
- Clinical & Case Coordination_
- Collaborate with case managers to ensure seamless coordination of client care, including follow-up on referrals, assessments, and next steps.
- Facilitate communication with the nurse practitioner regarding cases, participating in case conferences as needed.
- Work closely with the Anti-Human Trafficking (A-HT) team to organize and coordinate emergency exits and safety plans for clients at risk.
- Inventory & Supply Management_
- Monitor and order clinical and office supplies to ensure uninterrupted clinic operations.
- Regularly check and maintain stock levels, including medical and administrative supplies.
- Maintain a checklist for supply tracking to ensure all necessary items are in stock and reorder as needed.
- Vaccine & Lab Coordination_
- Monitor the vaccine fridge, ensure temperature logs are maintained, and submit regular reports to Ottawa Public Health.
- Coordinate and facilitate lab pick-ups to ensure timely processing of lab samples.
- Client Support & Forms Assistance_
- Assist clients with completing required forms, ensuring accuracy and understanding of the documentation.
- Provide support to clients with accessing information, referrals, and additional resources as needed.
- Data Collection & Reporting_
- Collect, compile, and report on clinic statistics and client outcomes to aid in meeting funder requirements.
- Ensure all data is tracked accurately in EMHware and other reporting platforms.
- Cleaning and maintaining exam room_
- Adhere to IPAC best practices
- Ensure room is clean between clients and at beginning and end of day
- Conduct weekly cleaning and maintenance of the autoclave in compliance with Ontario autoclave regulations and procedures.

**Qualifications**
- 3 or more years’ experience in a similar role
- Experience using Telus Health EMR.
- Comfortable with Microsoft Office, Google Products, Scheduling, Faxing.
- Ability to read and write in both English and French.
- Personal Attributes_
- Positive and collaborative
- Excellent organizat