Ads Level 6

**RESPONSIBILITIES**:

- Manage a high volume of client appointment requests, balancing complex and conflicting schedules within tight timelines
- Provide timely and accurate information about primary care services to clients, staff, and visitors, fostering a customer-focused environment
- Assess client inquiries, determine the urgency and nature of their needs, and resolve urgent situations effectively
- Schedule appointments for nurse practitioners, physicians, RNs, LPNs and visiting specialists (psychiatry, dental etc.) ensuring accuracy and adherence to multiple booking protocols for healthcare providers and medical procedures
- Create and maintain client charts, ensuring accurate updates for current clients and preparation of new client records
- Maintains, releases, archives, and destroys paper charts in compliance with records management protocols and privacy legislation; performs internal audits when necessary
- Obtain, verify, scan, and file client documentation as required, maintaining confidentiality and accuracy
- Receive and manage referral requests to external specialists, follow up as needed, and coordinate communication with clients
- Manage team schedules by organizing meetings, working group sessions, and committee meetings in staff and manager calendars
- Record minutes during meetings, ensuring key discussions, decisions, and action items are documented and distributed promptly
- Support the timely submission of all billing, including but not limited to private insurance carriers and third parties. Reconcile outstanding payments
- Completes purchase orders which may include contacting vendors and pricing option, purchasing services, and ordering equipment and supplies
- Monitor, reconcile, and record budget expenses for credit card purchases.
- Submit invoices, expense claims, and travel claims for payment
- Support the identification, development, implementation, and documentation of quality processes/protocols/procedures for administrative and operational functions within the Health and Wellness Centre
- Compile data and support the preparation of statistical reports to assist with service evaluation and planning
- Schedule immunization clinics and provide on-site support during these events, including outside of regular working hours
- Assist in the production of materials for service delivery, campus outreach events, and staff orientation/training, including photocopying, collating, and assembling packages

**QUALIFICATIONS**:

- Successful completion of a two-year post-secondary program in Medical Administration/Health Office Administration. Program must include courses in medical terminology and medical office procedures
- Must have a minimum of 3 years’ administration experience in a medical office and demonstrated ability to thrive in a fast-paced, high-traffic environment
- Superior customer service orientation and commitment to inclusivity, ensuring a welcoming experience for all
- Exceptional interpersonal and communication skills, including the ability to ask clarifying questions, actively listen, and respond appropriately
- Strong judgment and sensitivity when supporting vulnerable individuals or managing distressing situations
- Collaborative team player with a demonstrated ability to build and maintain positive working relationships with colleagues
- Demonstrate integrity with a strong ability to maintain confidentiality and exercise discretion
- Strong organizational and time management skills, with a keen attention to detail and the ability to prioritize effectively
- Strong technical proficiency, including advanced skills in Microsoft Office (Word, Excel, Outlook, PowerPoint) and experience with CHR/electronic medical record systems