Clinic Clerical Assistant

Position: Clinic Clerical Assistant

Department: Acute Hand Program

Posting ID: 5034

Role Level: AC03 $24.17 -$30.18/hr

Status: Temp Part time

Site: Queensway Health Centre

Hours of Work/Shifts: Weekdays I Days, 8 hours shifts

Posted: Oct 28, 2025

Internal Deadline: Nov 4, 2025

Trillium Health Partners (THP) is one of the largest community-based acute care facilities in Canada. Comprised of the Credit Valley Hospital, the Mississauga Hospital, the Queensway Health Centre, and the Reactivation Center at Humber. Trillium Health Partners serves the growing and diverse populations of Mississauga, West Toronto and surrounding communities and is a teaching hospital affiliated with the University of Toronto.

Our Mission: A New Kind of Health Care for a Healthier Community

Our Values: Compassion, Excellence, Courage Our Goals: Quality, Access, Sustainability

Our Enablers: People, Education, Innovation, Research

**QUALIFICATIONS**:

- Grade 12 education or equivalent is required.
- A related College Diploma, knowledge of medical terminology and/or training in the medical secretarial field is required.
- Strong interpersonal and communication/customer service skills combined with good problem solving skills when dealing with patients, visitors, families and other hospital staff.
- Ability to manage the activities of the clinic registration area in order for the area to function as an effective, efficient communication centre and reception area.
- Recent clerical experience in a fast paced clinic/health care environment - ordering medical/surgical supplies, processing patient records/orders, filing reports, compiling statistical information, faxing, etc.
- Ability to handle multiple tasks simultaneously in a fast paced environment.
- Excellent attendance and performance record required.
- Patient centered and customer focused at all times.
- Ability to thrive in an environment that may require different activities to be performed on short notice
- Strong sense of team, in terms of willingness to support colleagues and flexibility
- Ability to take direction that is provided, while feeling comfortable in requesting clarification
- Knowing when to escalate

**JOB DUTIES & RESPONSIBILITIES**:
**Reception**
- Greets patients, visitors and staff, 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 and staff as necessary (including infection prevention and control).
- Takes, prioritizes and relays messages for staff and/or patients. Locates staff, pages healthcare professionals as required.
- Open, sort and distribute incoming mail and other materials.

**New referrals processing and information management**
- Receives and logs incoming referrals, reviews for completion, follows up as required.
- Ensures required forms are received, completed correctly and put into patient file or designated location
- Enters patient information and appointments into required databases, updates with appointment and other medical information
- Ensures patient discharged are processed and charts are sent to Health Records.

**Patient Administrative Services**
- Schedules patient appointments to the Acute Hand Program, arranges admissions, collects payments for appliances/braces etc. and completes follow-up post-discharge from clinic as required.
- Cancels appointments as required and follows up with other patients for rescheduling of visit.
- Explains therapy visits and expectations as required within scope of authority.
- Liaises with internal departments and external healthcare facilities to book/cancel tests, appointments.
- Books interpreters for patients as needed.
- Enters data including appointment requests, discharge documentation, workload assessments as required.
- Notifies appropriate personnel of patient movement, cancellations, appointments and other patient information in a timely and accurate manner.

**Ensures efficient clerical administration and operation of the department within scope of authority**
- Will liaise with physicians to coordinate other related tasks, such as rescheduling of patient appointments when changes in physician coverage occurs, and with new consult bookings.
- Establishes, implements and maintains effective processes to ensure efficient operation of the Acute Hand Program while on duty.
- Accuracy and attention to detail when performing a variety of tasks is essential.
- Prepares clinic lists, identifies orders needed as required.
- Enters and maintains payroll records as required (include sick and vacation requests).
- Submits billings to CCAC, WSIB and other organizations as required.
- Responds to and prepares written correspondence in reply to requests for patient information from external institutions within scope of authority.
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