Administrative Assistant

**Administrative Assistant Job Description**

**Responsible for the provision of administrative services for TotalCardiology Rehabilliation (TCR)**

**EXPERIENCE**: 2 years of experience in a medical office setting or related area

**SKILLS**:
Computer literacy, Microsoft Office product and electronic medical record familiarization

Current certification in Basic Cardiac Life Support (BCLS)

Patient scheduling

60-80 wpm typing speed with accuracy

Alberta Health Care billing, third party billing

**DUTIES AND RESPONSIBILITIES**:
**Reception**:

- Welcoming patients, staff and visitors entering the TCR office or waiting room. Re-directs patients and visitors as appropriate including any check-in procedures and infection prevention and control measures in effect.
- Checks patients in at all reception areas, validates patients information in the appropriate medical records to ensure all personal information is correct.
- Monitors the waiting room ensuring patient comfort and safety.
- Cleans and disinfects according to the TCR surface disinfection policies.
- Displays professional etiquette with verbal and written communication.
- Complete and manage daily tasks to ensure the patient files scheduled for the next day are updated.

**General Clerical and Administrative**:

- Manages incoming and outgoing external calls into the call center or internal calls to assigned individual line.
- Manages referrals including accurate data entry, record retrieval to complete patient files and booking approved patients.
- Books patient appointments as appropriate including standard internal program flow requirements, requests from internal staff and physicians or requests from patients or community physicians as appropriate.
- Prepares requisitions and provides appropriate test instructions by telephone or mail.
- Processes incoming and outgoing fax communications including tracking diagnostic reports and proofing and faxing patient letters to the community providers in a timely fashion.
- Uploads clinical letters to appropriate provincial electronic medical record.
- Updates patient records ensuring accuracy of patient data is maintained and/or obtains previous reports and medical information as applicable for upcoming medical appointments, booking information or as test results are received.
- Maintains patient record filing system for test reports and results including lab entry.
- Schedules patients according to the TCR schedule protocol and ensures reminder phone calls to all patients booked at TCR are completed and discharge letters are sent.
- Preps patients for doctor’s appointments or exercise stress tests including 12 lead ECG, height, weight, updating medical information and administering associated clinic related questionnaires.
- Receives, sorts and distributes all incoming and outgoing mail daily as directed.
- Prepares and distributes daily client schedule and billing sheets.
- Fulfills role as member of TCR’s emergency code team as directed.
- Participates in or provides support to administrative projects as assigned by the Executive Director or designate.
- Handles all patient related information in compliance with the Health Information Act (HIA)
- Travels to other TotalCardiology sites as necessary

Financial:

- Submits and reconciles Alberta Health billings for TCR when assigned.
- Manages and reconciles petty cash for TCR.
- Collect user or third part payor fees as applicable.
- Performs other financial functions and documentation as directed by the Executive Director

Communication:

- Enters and retrieves data utilizing the appropriate database or chart.
- Attends and contributes to staff meetings.
- Records, prepares and distributes staff meeting minutes as required.
- Communicates with Executive Director or designate as required.

Quality Assurance:

- Assists with the development, implementation and ongoing evaluation of practice standards.
- Participates in the implementation and ongoing evaluation of TCR’s quality assurance program including standard audits and management of administrative reports.
- Participates in the development, evaluation and revision of TCR’s policies and procedures.

Program Promotion:

- Participates in the organization’s program promotion activities

Personal Development
- Supports the organization’s mission statement, beliefs and values
- Maintains professional appearance and manners.
- Demonstrates a positive attitude and enthusiasm.
- Demonstrates cooperative relationships with other team members, patients and community partners
- Adheres to the organization’s policies, procedures and protocols.
- Manages and prioritizes workload to complete duties and tasks within required deadlines.
- Participates in the orientation of new staff and/or training of students as required.
- Seeks direction from the Executive Director as required.
- Provides evidence of performance for annual review

**Please send your resume and inquires to Tyler Threlfall**

**Job Types**: Full-time