Clinic Coordinator

Clinic Coordinator

About Queen's University
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Job Summary
The Department of Family Medicine - Queen’s Family Health Team (QFHT), is a multidisciplinary team of health care professionals who provide primary health care services to the Kingston community, while modeling safe, efficient, and collaborative clinical processes to the Family Medicine residents.

Reporting to the QFHT Clinic Manager, the incumbent is responsible for the supporting the Clinic leadership team in the overall operations and coordination of Clinic and Family Health Team (FHT) programming, as well as a support to senior leadership in meeting overall departmental goals and strategic direction. The incumbent will promote and role-model a culture of inclusion that embodies Department of Family Medicine values, with a commitment to the university’s equity, diversity, accessibility, inclusion, and Indigenization initiatives designed to foster an inclusive, supportive, and welcoming environment for individuals with diverse backgrounds and identities.

The incumbent will represent the QFHT on various committees and working groups as necessary and will be responsible for supporting various Clinic and Departmental initiatives and processes aimed at supporting patient-relations and patient-facing information platforms.

The incumbent will work collaboratively with Clinic and Faculty Leadership and other QFHT staff in a supportive role and contribute to clinical and departmental strategic planning and quality improvement initiatives. Specific duties may vary depending upon the project undertaken by the Clinic Leadership team.

**Job Description**:
KEY RESPONSIBILITIES:

- Coordinates, plans and reports progress and outcomes of clinical programs and projects to the Clinic Manager, Clinic Physician Lead and Nursing Manager. Staffing and scheduling support for the Clinic Manager, Nursing manager and eventual Clinic Scheduling and Clerical Manager. The incumbent will be responsible for the daily oversight of covering sick calls, updating all clinic and FHT staff schedules and timecards for manager approval.
- Receives, reviews, and triages patient-relation issues including patient feedback, complaints and staff recognition to the appropriate department/team leader with guidance from the Clinic Manager and Clinic Physician Lead as needed.
- Responsible for the development, maintenance and publication of the QFHT clinic patient-facing platforms including the QFHT website, clinic educational materials, and resources, and liaises with QHS Communications team, Education team, as well as the Equity Advisory Committee to ensure templates and work are aligned with department and Queen’s branding guidelines.
- Provides project and change management support to the Clinical Operations as needed.
- Supports new patient access by working with clinic and FHT staff to ensure a smooth and efficient intake process.
- Responsible for the coordination and communication to all relevant Clinic, QFHT and Dept staff regarding scheduling of clinical and FHT programming., and promotion of Clinic and FHT patient programs.
- Coordinates the collection and dissemination of all FHT related program data reporting requirements in collaboration with the QFHT Data Analyst, to ensure clinic and FHT programming data is prepared for review and final approval from the Clinic Manager and Executive Director of the FHT for submission to Ontario Health; this includes quarterly reporting, annual reporting, and the annual Quality Improvement Plan.
- Provides the QFHT Data Analyst with updates to QFHT program goals and progress and assists the Data Analyst in reporting results to Clinic and Department Senior Leaders.
- Undertake other duties or special projects as required in support of QFHT and the Department.

REQUIRED QUALIFICATIONS:

- Minimum of three years of related experience in medical office environment or clinic administration.
- A two-year post-secondary program in medical office administration or business administration. Degree in Health Care Administration or related program preferred.
- Consideration will be given to an equivalent combination of education and experience.
- Experience in leadership ability, project management, communications and/or public relations skills.
- Experience in a health care environment, including familiarity with Electronic Medical Records Systems, considered an asset.
- Proven experience working in a team environment.
- Demonstrated ability to motivate colleagues and effectively facilitate change.
- Consideration will be given to an equivalent comb