Clinic Clerical Assistant

**Position**:Clinic Clerical Assistant

**Job ID**:5053

**Department**:Palliative Care Services

**Role Level**:AC03 (Admin Clerical $24.17 - $30.18)

**Location**:Credit Valley Hospital

**Job Type: Temporary**Part-Time

**Number of Positions Open**:1

**Shift Information**:07:30-15:00 - 12;00-20:00

**Posted**:October 27, 2025

**Internal Deadline**:November 03, 2025

**POSITION**TITLE**:Clinic**Clerical**Assistant**:
The Department Clinic Clerical Assistant (CCA) provides clerical support for reception; new referrals processing and information management; patient administrative services, ensures 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/department policy and procedures to patients, visitors, staff, professional staff, learners and volunteers as necessary (including infection prevention and control).
- Answers the telephone, sends/receives faxes, responding to enquiries within scope of authority, 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 completing required questionnaire, 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.
- Update patient demographics (e.g. add contacts and relationship).
- Collects information for registration, billing and accommodations.
- Navigating 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 visit.
- 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**:

- Creating and managing Physician booking 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 and provides invoice. Liaises with Accounts Receivable as required (TBC).
- Attend and contribute to unit huddles.
- Complete unit checklists.
- Open, sort and distribute 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 in into 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. Blood work specimen delivery, stretcher 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 appoi