Clinic Clerical Assistant

**Position**:Clinic Clerical Assistant - Outpatient Oncology

**File #**:2473

**Status**:Temporary Casual

**Role Level**:AC03 ($24.17 to $30.18)

**Department**:Outpatient Oncology

**Hours of Work/Shifts**:8 hour shifts; 0830-1630, 0800-1600, 0900-1700 and 0930-1730

**Site**:Credit Valley Hospital

**Posted**:April 15, 2025

**Internal Deadline**:April 22, 2025

**POSITION TITLE: Clinic Clerical Assistant**

The Department Clinic Clerical Assistant (CCA) provides clerical support reception; new referrals processing and information management; patient administrative services, ensuring the clerical administration and operation of the patient services department/group of clinics; and performs other duties consistent with the job classification as required.

**JOB DUTIES & RESPONSIBILITIES**

**Reception (Patient/People Engagement/Experience)**
- Greets visitors, staff, professional staff, learners and volunteers, 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 policy and procedures to patients, visitors, staff, professional staff, learners and volunteers as necessary (including infection prevention and control);
- Answers the telephone and/or intercom, responding to inquiries within scope of authority or directing to most appropriate person.

**New referrals processing and information management**
- Receives and logs incoming referrals, reviews for completion, follows up as required;
- Enters patient information and appointments into Epic including booking appointments;
- Assists new patients in completing required questionnaires, responding to questions within scope of authority;
- Ensures patient discharges are processed and charts are properly disseminated to send to Health Records as required.

**Patient Administrative Services**
- Coordinates and manages patient information, facilitates communication, and ensures a smooth flow of information for effective patient care;
- Updates patient demographics (e.g. add contacts and relationship);
- Collects information for registration, billing and accommodations;
- Navigates patient and family questions and feedback, escalating any concerns out of scope to appropriate personnel/management;
- Books outpatient new and follow up appointments, triaging referrals as appropriate. Cancels appointments and follows up with patients for rescheduling of visits;
- Explains test/visit preparations as required within scope of authority;
- Liaises with internal departments and external regional programs, healthcare facilities and partners to book/cancel tests, appointments, follow up on missing results, etc;
- Books interpreters for patients as needed;
- Arranges for transportation for patients as required (e.g. those staying in nursing homes);
- Notifies appropriate personnel of patient movement, cancellations, appointments and other patient information in a timely and accurate manner.

**Clerical Administration and Operation of the Department**
- Creates and manages Physician bookings as required;
- Orders requisitions and maintains office/medical supplies. Counts and labels inventory as required;
- Processes routine financial transactions including unit supply/inventory purchase and charges for services/items not covered by patient’s healthcare plan. Liaises with Accounts Receivables as required (TBC);
- Attends and contributes to unit huddles;
- Completes unit checklists;
- Opens, sorts, and distributes incoming mail and other materials;
- Takes, prioritizes and relays messages for staff and/or patients. Locates staff, pages healthcare professionals as required;
**Scheduling, Timekeeping & Payroll Support Specific Job Duties and Responsibilities**
- Supporting staff and leadership with the scheduling and timekeeping system and finding the information required;
- Liaising with the assigned Scheduling Clerk(s) to ensure alignment between the unit and the Workforce Management Office (WMO) on staffing;
- Accessing schedule(s) for the unit as required to address inquiries by staff, leaders, professional staff and learners.

**Epic-Specific Job Duties and Responsibilities**
- Update patient demographics entered in EPIC, ensuring all contact information is current including verification of all telephone numbers and address, family doctor and emergency contacts;
- Scheduling and coordination of follow-up care appointments for patients;
- Initiate service task requests in EPIC (e.g. Bloodwork specimen delivery, stretcher requests);
- Patient transport requests;
- Updating Primary Care Provider (PCP) contact information;
- Supports others in Epic with functionality.

**Other General Duties and Responsibilities (all listed may not be applicable to all units/programs)**
- Makes reminder phone calls for next day appointments;
- Scans information as required;
- Consult follow ups