Administrative Systems Navigator

4 days ago

Ottawa, Canada Gloucester Family Health Centre Full time

**Job Overview**
The Administrative Systems Navigator plays a key role in ensuring smooth patient care pathways and administrative operations. This position combines system navigation with secretarial responsibilities, supporting both patients and the healthcare team by coordinating referrals, managing scheduling updates, and handling invoicing.

Strong organizational ability is a must for this role.

This role reports directly to the Nurse Supervisor and Director of Operations.

**Responsibilities**
- **Referral Management**:

- Coordinate patient referrals, including liaising with specialist offices, external providers, and internal teams.
- Maintain and update specialist contact lists to ensure accuracy and accessibility.
- Follow-up with specialists’ offices for missing reports or to support patient queries.
- Communicate with patients regarding referral related instructions
- **Financial Administration**:

- Prepare and issue invoices to third parties and patients.
- Track incoming payments, maintain records of outstanding balances, and follow up on overdue accounts.
- Generate monthly reports for management on outstanding balances or overdue accounts.
- **Electronic Medical Record (EMR) Management**:

- Update EMR schedules and notes to reflect changes related to physician leave.
- Ensure accuracy and timeliness of data entry to support clinical and administrative teams.
- **Administrative and Secretarial Support**:

- Serve as a key administrative contact for the practice, supporting communication between staff, patients, and external organizations.
- Provide documentation and record-keeping support as required including correspondence or template letters for patients and third parties.
- Coordinate coverage arrangements when physicians or staff are away
- **Accountability**:

- Maintain confidentiality and adhere to organizational policies and healthcare regulations.

**Qualifications**
- Previous experience in a medical office or healthcare setting, ideally in referral coordination or patient navigation.
- Strong administrative and organization skills, with excellent attention to detail.
- Proficiency with EMR systems and basic accounting or invoicing software.
- Excellent communication.
- Ability to manage multiple priorities and maintain professionalism under pressure.

Pay: $70,000.00-$76,000.00 per year

**Benefits**:

- Extended health care
- Paid time off

Application question(s):

- Please share your availability for the position.

Work Location: In person

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