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Reception/administrative Assistant
2 weeks ago
**Administrative Assistant**
**Introduction**:Beechwood Physical Medicine (BPM) is a multidisciplinary health center that offers treatment for neuromusculoskeletal conditions by an integrated team of Chiropractors, Physiotherapists, Massage Therapists, Psychotherapists, Sports Medicine Doctors and Physiatrists.
Administrative Assistants play an integral role in our team by maintaining all clinic operations including intake, referrals, patient scheduling, billing, and general upkeep of the facility while remaining the face of customer service for our patients.
**Purpose**:Cares for patients by greeting them, guiding them through the intake process and responding to their requests and concerns, scheduling their appointments, facilitating referrals, and maintaining their clinical records and billing accounts.
Conducts daily opening and closing procedures and assists practitioners by preparing treatment rooms and patient records, responding to daily task requests, and ordering clinic supplies as needed.
Participates in team meetings and provides input on clinic systems and processes for improvement.
**Reporting relationships**:Reports to Clinic Manager.
**Responsibilities**:
1. Customer Service and Patient Care
- Welcomes patients and visitors by greeting them, in person or on the telephone, answering or referring inquiries.
- Comforts patients by answering their questions, anticipating potential anxieties about treatment, and maintaining the reception area.
- Helps patients in distress by responding appropriately to their needs.
- Optimizes patients' satisfaction, provider time, and treatment room utilization when scheduling appointments.
- Keeps patient appointments on schedule by notifying provider of patient's arrival; reviewing service delivery compared to schedule; reminding provider of service delays.
2. Clinical Records, Billing, and Referrals
- Maintains patient accounts by obtaining, recording, and updating personal and financial information.
- Ensures availability of treatment information by filing and retrieving patient records.
- Protects patients' rights by maintaining confidentiality of personal and financial information.
- Obtains revenue by recording and updating financial information; recording and collecting patient charges; controlling credit extended to patients; filing, collecting, and expediting third-party claims.
3. Daily Operations, Clinical Equipment, and Office Supply Maintenance
- Conducts daily opening and closing procedures and maintains weekly tracking logs.
- Prepares treatment rooms for therapists, ensuring all clinical equipment is properly sanitized, stocked, and ready for use.
- Maintains business office inventory and equipment by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies; scheduling equipment service and repairs.
- Maintains general cleanliness and tidiness of medical clinic by adhering to cleaning duties.
4. Data Management/Information Technology Management
- Follows all reporting and data management procedures as required.
- Ensures Information Technology is functioning as required and reports outages to relevant providers.
5. Policies and Procedures
- Maintains operations by following policies and procedures and reporting needed changes.
- Contributes to team effort by accomplishing related requests as needed.
- Identifies areas that lack efficiency and works diligently to improve the processes of the clinic.
**Qualifications & Skills**:
- Patient-focused care and communication skills.
- Scheduling, time management, and organizational skills.
- Discretion with access to confidential information.
- Decision making and critical thinking skills.
- Professionalism and customer service skills.
- Efficient multitasking, high attention to detail.
- Reliability and adaptability.
- Proficient in office software & EMR systems.
- Multilingualism is considered an asset.
**Education/Experience Requirements**:
- High School Diploma or equivalent.
- Two to three years’ experience in an administrative role.
- Administrative experience in a healthcare setting is considered an asset.
**Job Type**: Part-time
Pay: From $17.20 per hour
Expected hours: 20 - 35 per week
Flexible language requirement:
- French not required
Schedule:
- Day shift
- Monday to Friday
- Morning shift
- Weekends as needed
**Education**:
- Secondary School (preferred)
**Experience**:
- Front desk: 1 year (required)
- Administrative experience: 1 year (required)
Work Location: In person
