Program Assistant

Job Description:

Are you an organized, proactive, and energetic professional with a passion for supporting healthcare delivery? Join the City of Lakes Family Health Team (CoLFHT) as a FHT Program Assistant and play a vital role in helping our interprofessional team deliver high-quality, patient-centered care. This is a dynamic position that blends administrative excellence with hands-on program support, making a real difference in the lives of patients and providers.

The FHT Program Assistant reports directly to the CoLFHT Executive Director in the performance of their duties and responsibilities. This role focuses on supporting the FHT in the delivery of programs and service while providing administrative support for the day-to-day operations of the FHT.

Why Join Us?

CoLFHT delivers comprehensive, team-based primary care designed to support our patients. As a Program Assistant you will be key administrative support in helping our team of clinical providers provide excellent patient centered skill.

This role offers a meaningful opportunity to make a lasting impact in the health and well-being of our community. If you're ready to bring your administrative talents to a team that's making a difference, we'd love to hear from you.

Responsibilities:Program Assistant and Quality Improvement

• Support the team in delivering programs and services to patients
• Participate, support, and when appropriate lead quality improvement initiatives, programs and services
• Work along side and support the team's Quality Improvement Decision Support Specialist (QIDSS) Lead and QIDSS
• Provide feedback to management regarding needs or suggestions for facilitating office efficiency and improved patient and provide experience
• Develop tools in the electronic medical record (Telus PS Suite) to support program and service delivery including custom forms, stamps, encounter assistants, toolbars and searches.
• Provide support in developing, and implementing digital health tools for patient and provider engagement including Ocean by Cognisant MD, e-referral, secure message, online appointment booking, AI Scribe etc.
• Help support and lead the digital health program
• Supporting population health programs through digital patient communication
• Assist with updating the website, and social media platforms
• Support the team in being a main contact to help troubleshoot IT issues and liaise with technical support
• Manage new patient waitlists, bookings, and digital communications
• Organize program logistics including scheduling, setup, patient enrollment, and follow-up
• Support the use of patient experience through the development, implementation, analysis, of our patient experience survey. Help support change ideas identified through the patient experience feedback
• Track and report program statistics; assist IHPs with administrative tasks
• Receive training, provide testing and oversee the N95 Mask Fitting program

Data Standardization, Collection & Reporting

• Assist and complete monthly and quarterly reports submissions to Ontario Health
• Assist and complete internal reporting for programs and quality improvement initiatives
• Assisting the QIDSS and QIDSS Lead in data standardization and data collection
• Contribute to the planning and evaluation of FHT programs and services
• Support the development of user-friendly reports

Relief Reception Duties

• Providing relief and back-up reception coverage during absences or peak periods. Part of these relief duties include:
• Manage a multi-line telephone system at office reception
• Manage scheduling of patient appointments for service providers including; Physicians, Nurse Practitioner, and allied health professionals
• Completing patient reminder calls as needed
• Relay medical information and coordinate referrals and tests as directed by the clinical team
• Handle patient correspondence, mail, faxes, and EMR scanning
• Physician Assistant duties including bringing the patients into the exam rooms, preparing and stocking exam rooms, weighing patients, etc.
• Performs miscellaneous job-related duties as required.
• The above duties are representative but are not to be considered all-inclusive

What We Offer

• A supportive, inclusive, and forward-thinking work environment
• A collaborative team culture that fosters learning, innovation and a shared purpose
• Opportunities for professional growth, leadership, and continuing education
• A chance to make a lasting impact in the Greater Sudbury community

Qualifications

• Post-secondary education in office administration, medical administration, IT, or a related field
• Minimum of two years experience in providing direct patient care or working in a medical office
• Effective listening skills, with ability to process information required to appropriately provide service, while recognizing boundaries and confidentiality
• Strong communication skills and interpersonal skills
• Experience with electronic medical records system is an asset
• Bilingual an asset

Please forward your cover letter and resume to Meghan Peters, Executive Director of the City of Lakes Family Health Team.

While we thank all applicants, only those under consideration will be contacted for an interview.

We are an equal opportunity employer, and we celebrate diversity and are committed to creating an inclusive environment for all employees

Job Types: Full-time, Permanent

Pay: $23.80-$27.94 per hour

Expected hours: 37.5 per week

Benefits:

• Casual dress
• Company events
• Company pension
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care

Work Location: In person