Clinic Clerical Assistant

NON-UNION | CLINIC CLERICAL ASSISTANT | FT-T | STROKE PREVENTION CLINIC

**Position**:Clinic Clerical Assistant

**Job Posting: 1413**

**Status**:Temporary Full Time - approx. 12 months (x1)

**Dept**:Regional Stroke Prevention Clinics and Neurology Clinics

**Hours of Work/Shifts**:Days, 8-hour shifts | 0830-1630 | [0.8 - shifts]

**Site**:Mississauga Hospital

**Posted**:May 21, 2025

**Internal Deadline**:May 28, 2025

**Job Summary**:
The Clinic Clerical Assistant provides clerical support for reception; new referrals processing and information management; patient administrative services, ensures the clerical administration and operation of the clinic; and performs other duties consistent with the job classification as required.

**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)
- Answers the telephone, sends/received faxes, responding to enquiries within scope of authority, or, directing to most appropriate person
- 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
- Creates and maintains charts. Ensures required forms are received, completed correctly and put into patient file
- Enters patient information and appointments into required databases, updates with appointment and other medical information
- Makes reminder phone calls for next day appointments
- Assists new patients completing required questionnaire, responding to questions within scope of authority
- Prepares and updates patient charts with lab reports, test results and other pertinent information. Scans and copies chart and other information as required
- Ensures patient discharged are processed and charts are sent to Health Records

**Patient Administrative Services**
- Books outpatient new and follow up appointments, triaging referrals as appropriate Cancels appointments and follows up with other patients for rescheduling of visit
- Explains test/visit preparations 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
- Arranges for transportation for patients as required (eg. those staying in nursing homes).
- Transcribes and enters physician orders including medication, lab and imaging orders and other patient information into appropriate system
- Enters data including appointment requests, discharge documentation, nursing acuity/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**
- Prepares clinic lists, identifies orders needed as required
- Enters and maintains payroll records (include sick and vacation requests)
- Creating and managing Physician booking, Allied Health grids (calendar management) as required
- Responds to and prepares written correspondence in reply to requests for patient information from external institutions within scope of authority
- Request/receives reports from external healthcare facilities as directed
- Requisitions and maintains office/medical supplies; counts and labels inventory as required. May be required to stock unit carts and/or supply areas
- 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

**Requirements**:
THP is committed to internal talent, and therefore priority will be given to internal applicants.
- Completion of high school or recognized equivalent is required
- Completion of a Medical Terminology course is required
- Experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is required
- Experience with EPIC is required
- Minimum 5 years of Clerical experience in ambulatory care.Proficient with EPIC.
- In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code Trillium Health Partners will provide accommodations throughout the recruitment and selection process to applicants with disabilities. If selected to participate in the recruitment and selection process, please inform Human Resources of the nature of any accommodation(s) that you may re