Clinical Site Coordinator

**Schedule**
Monday to Friday, 8:30am-5:00pm, 37.5 hours per week

**Education Level**
2 year Community College diploma in Medical Office Administration or related field. Requires 3 years of relevant experience.

**Career Level**
Experienced (Non Manager)

**JD #**

JD1097

**Pay Grade**:
7

**Title**:
Clinical Site Coordinator

**Unit/Project Description**:

- For Department use only._

The Department of Family Medicine (DFM) is a progressive and growing academic clinical department educating the next generation of family physicians while delivering exemplary patient care and leading an exciting, diverse and expanding program of research and innovation. Primary health care is recognized as essential within an evolving health system that seeks to improve patient experience and health outcomes while achieving system efficiencies and cost savings, and DFM is at the forefront of this evolution.

Under the DFM's direct health services umbrella of the McMaster Family Health Team (FHT) are two large Family Practice Units (FPU) operated as a joint venture between McMaster University, Hamilton Health Sciences (HHS) and the McMaster Family Health Organization (FHO) that provides primary health care to approximately 40,000 patients. These two FPUs are the McMaster Family Practice Unit (MFP) and Stonechurch Family Health Centre (SFHC). In addition, the Maternity Centre of Hamilton (MCH) is co-located with MFP and provides a shared care, community-based prenatal and obstetrics service serving a high risk and complex population, with over 600 babies delivered annually.

Reporting to the Co-Executive Directors of the FHT, the Clinic Site Coordinator As the FHT Clinic Coordinator you are able to anticipate needs, you work well under pressure, and are able to deal with multiple concurrent deadlines in a complex work environment, while exercising considerable judgment and tact.

You will also be an active member of a number of committees and provide administartive support for the FHT/FHO for minute taking and action item follow-up.

Extensive working knowledge of University, Ministry of Health, Ontario Medical Association, College of Physicians and Surgeons of Ontario, and Hamilton Health Sciences policies and procedures;

A minimum of four years’ experience in a medical clinic, preferably family medicine;

Knowledge and skill in using computers with keyboarding at 50 wpm;

Demonstrated effective communication, organizational, and interpersonal skills with patients and within an interdisciplinary team environment;

Outstanding computer skills including experience with Excel, Outlook, PowerPoint, Adobe, Publisher and Photoshop; and

Ability to appreciate the confidential nature of the position.

Flexibility in schedule is necessary, as some early morning or evening shifts may be required.

Working knowledge of OSCAR would be considered an asset.

(FHT) will provide administrative support to the Department's overall health services portfolio.

**Job Summary**:
Oversee the day-to-day administrative operations of a department. Establishes priorities and schedules of projects. Participates in the development and implementation of projects, work methods and procedures and recommends procedural changes to improve unit efficiency, including recommendations on staffing requirements. Responsible for providing administrative and operational support to academic physicians in leadership positions within a clinical, academic, and medical research environment which involves performing a full range of administrative duties and that requires a thorough understanding of University and hospital organization, functions, policies and procedures. Provides lead hand supervision to administrative staff within a division.

**Purpose and Key Functions**:

- Collect, analyze, assess, and summarize information relevant to the decision making process and develop recommendations for final approval and implementation.
- Participate in the development and implementation of projects, work methods and procedures. Recommend procedural changes to improve unit efficiency, including recommendations on staff requirements.
- Communicate and work collaboratively with various internal and external organizations and departments.
- Organize and coordinate educational programs, conferences and events such as retreats and other capacity building programs.
- Oversee established operational and administrative processes within the unit.
- Develop estimates of time and resources for various activities and events.
- Contribute to the development of budgets for review and approval and reconciliation of accounts.
- Prepare, coordinate, and monitor physician on-call schedules, procedure schedules, clinics, and medical staff rounds.
- Schedule patient medical appointments and procedures.
- Interact with patients and their family members who may be experiencing emotional or difficult situations.
- Follow up on and ensure appropriate implementation of decisions made by supervis