Clinic Clerical Assistant

**Position**:Clinic Clerical Assistant

**Job ID**:3487

**Program**:Out-Patient Medicine

**Department**:Medical Clinics/AIM

**Status**:Temporary Part Time (12 months)

**Role Level**:Admin/Clerical (AC03) $24.17- $30.18

**Site**:Queensway Health Centre* and other sites as needed

**Hours of Work/Shifts**:Days( 8 hr and 10 hr) 7-3, 7:30 - 3:30,8-4,8:30 - 4:30,9-5, 9-1,07h30 - 17h30

**Posted**:July 16, 2025

**Internal Deadline**:July 23, 2025

**The location of any position may change as per operational needs**

The Department Clinic Clerical Assistant (CCA) for Outpatient Medicine provides clerical support for reception; new referrals processing and information management; patient administrative services, ensures the clerical administration and operation of the patient services department/group of clinics; and performs other duties consistent with the job classification as required.

**Job Duties and Responsibilities**

**Reception (Patient/People Engagement/Experience)**
- Greets visitors, staff, professional staff, learners and volunteers, directing them to appropriate personnel and/or destination/room, providing assistance as required.
- Registers patients, confirming/validating patient demographic, insurance (including OHIP) and other required information as appropriate.
- Explains hospital/department policy and procedures to patients, visitors, staff, professional staff, learners and volunteers as necessary (including infection prevention and control).
- Answers the telephone, sends/receives faxes, responding to enquiries within scope of authority, or directing to most appropriate person.

**New referrals processing and information management**
- Receives and logs incoming referrals, reviews for completion, follows up as required
- Enters patient information and appointments into Epic including booking appointments
- Assists new patients completing required questionnaire, responding to questions within scope of authority
- Ensures patient discharges are processed and charts are properly disseminated to send to Health Records as required

**Patient Administrative Services**
- Coordinates and manages patient information, facilitates communication, and ensures a smooth flow of information for effective patient care.
- Update patient demographics (e.g. add contacts and relationship).
- Collects information for registration, billing and accommodation
- Navigating patient and family questions and feedback, escalating any concerns out of scope to appropriate personnel/management.
- Books outpatient new and follow up appointments, triaging referrals as Cancels appointments and follows up with patients for rescheduling of visit.
- Explains test/visit preparations as required within scope of authority
- Liaises with internal departments and external regional programs, healthcare facilities and partners to book/cancel tests, appointments, follow up on missing results, etc.
- Books interpreters for patients as needed
- Arranges for transportation for patients as required (e.g. those staying in nursing homes).
- Notifies appropriate personnel of patient movement, cancellations, appointments and other patient information in a timely and accurate manner.

**Clerical Administration and Operation of the Department**
- Creating and managing Physician booking as required.
- Orders requisitions and maintains office/medical supplies; counts and labels inventory as required.
- Processes routine financial transactions including unit supply/inventory purchase and charges for services/items not covered by patient's healthcare plan and provides invoice. Liaises with Accounts Receivable as required (TBC).
- Attend and contribute to unit huddles
- Complete unit checklist
- Open, sort and distribute incoming mail and other materials
- Takes, prioritizes and relays messages for staff and/or Locates staff, pages healthcare professionals as required.

**Scheduling, Timekeeping & Payroll Support Specific Job Duties and Responsibilities**
- Supporting staff and leadership in into the scheduling and timekeeping system and finding the information as required
- Liaising with the assigned Scheduling Clerk(s) to ensure alignment between the unit and the Workforce Management Office (WMO) on staffing.
- Accessing schedule(s) for the unit as required to address inquiries by staff, leaders, professional staff and learners

**Epic-Specific Job Duties and Responsibilities**
- Update patient demographics entered in EPIC, ensuring all contact information is current including verification of all telephone numbers and address, family doctor and emergency contacts.
- Scheduling and coordination of follow-up care appointments for patients
- Initiate service task requests in EPIC (e.g. Blood work specimen delivery, stretcher requests)
- Updating primary care provider (PCP) contact information
- Supports others in Epic with functionality.

**Other General Duties and Responsibilities (all listed may not be applicable to all units/programs)**
- Makes