Clinical/medical Office Assistant/receptionist

**Position Title: Clinical Receptionist/ Medical Office Assistant - Temporary Employee**

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

This position provides advanced medical office assistance, administrative, clerical, or executive assistant support to UBC departments located on Point Grey Campus, Robson Square, or several hospital sites. Employees are hired by **UBC Hiring Solutions** and are assigned to different UBC departments usually on a full-time basis to fill various administrative and clerical-based positions.

Employees are placed based on availability, qualifications, and abilities and our placements can vary from a few days to months depending on the needs of our clients. Our employees are usually working full-time on back-to-back placements and if eligible, can join the generous UBC benefits package after passing their probationary period. We provide our employees with the opportunity to work all over the campus and gain valuable work experience at UBC.

Please note that we give priority to experienced Clinical/Medical Office Assistants/Receptionists who are available immediately. Also, we are not recruiting for specific positions, but we are looking for service-minded professionals to join our roster.

**Organizational Status**

Reports to UBC Hiring Solutions Manager or designate. For duties, reports to the Clinic Manager or Administrative staff. Work closely with other Clinic Receptionists, Chart Room Clerks, and Administrative Clerks. Interacts regularly with patients, students, faculty, and other staff.

**Work Performed**
- Answers telephone and in-person queries from prospective and current patients about programs available for treatment. Answers queries about treatment entries and charges in the computer records. Identifies problems in computer records and forwards for correction.
- Books appointments for routine and urgent care patients.
- Provides guidance and instructions, and liaises with medical plans to ensure that patients receive maximum benefits. Verifies and prints insurance claim forms for reimbursement. Troubleshoots insurance processes.
- Allocates payments in patient records from insurance remittances, and follows up problems with patients and insurance companies. Gathers information from patient records.
- May instruct students during orientation, once or twice per academic year, on reception procedures, patient payments, laboratory procedures, and other plans.
- May take daily payments of cash, cheques, credit cards, and direct deposit. Accurately enters payments into patients' records and issues receipts to the patient. Reconciles and prepares deposits on a daily basis.
- Contacts patients by phone with outstanding accounts and NSF cheques to obtain payment.
- Closes patients' accounts and gathers information on accounts to be forwarded to a collection agency.
- May check laboratory items to ensure that pre-payment has been made or that pre-determination has been approved by plans.
- Enters data for Laboratory invoices into patient records.
- Prepares charts and computer records for patients.
- Responsible for setting up and maintaining a system for archiving and recycling medical charts.
- Maintains and operates a highly confidential electronic medical record system

Demonstrated service skills required:

- Provides respectful, tactful, fair, and efficient service to a culturally diverse group of clients including students, faculty, staff, colleagues, affiliates, suppliers, and campus visitors.
- Communications (oral)
- Interacts with co-workers, clients/customers in a pleasant, courteous manner.
- Listens effectively and empathically.
- Clarifies and assesses what is being asked.
- Defuses situations by remaining in emotional control when co-workers, clients/customers/suppliers are anxious, frustrated, or angry.
- Communications (written)
- Clarifies and assesses what is being asked.
- Provides timely service with minimum supervision.
- Works effectively during high-volume placements.
- Works co-operatively within a departmental team.
- Is well organized and able to multitask in a fast-paced environment.
- Works effectively under pressure.
- Works independently with a high degree of accuracy.
- Enters data efficiently and accurately.
- Coordinates and executes complex administrative tasks related to meetings and events bookings, travel arrangements, and basic financial transactions.
- Enters, edits, and manipulates data in relevant information systems, requiring data manipulation processes of a complex nature.
- Performs financial duties such as reconciling journal vouchers, and processing expenses, credit card payments, and travel requisitions.