Medical Receptionist

About HealthSense:

HealthSense Medical is a primary care physician practice (6 practitioners) located in Oakville, Ontario. We offer family practice, and travel medicine services. Our approach is compassionate, personalized health care, with a focus on prevention.

Main Purpose of the Job:

To receive and triage the needs of patients at the medical reception desk. To perform tasks related to booking appointments, enrolment with physician practices, and to deliver the utmost in customer service to our patients.

Reports to:

Reception Supervisor

Direct Reports:

None

Duties and Responsibilities:

• Greet patients upon arrival in a friendly and cooperative manner at all times, without exception.
• Triage callers, with a view to fulfilling these in the most efficient manner, and to the highest possible quality of health and customer experience
• Check-out (briefly) patients after each visit, for any follow-up/customer service need
• Make medical or nursing staff aware if you feel a patient needs to be seen with greater urgency
• Enroll patients with clinic physicians' practices according to established protocols
• Maintain organization & cleanliness at the reception desk
• Make & receive calls, faxes & emails
• Scan, fax & file documents as needed
• Process payments & refunds for uninsured services
• Schedule medical appointments
• Effectively receive & communicate messages for Nurses, Doctors & patients
• Thoroughly understand clinic policies, and effectively communicate these to patients
• Keeping the schedule organized and updated in the clinic EMR
• Update & validate health cards
• Notify patients of their specialist appointments & prioritize which appointments need to be called first
• Accurately enter & update patient demographics and information as needed
• Complete nightly billing & enter data into the medical billing document (OneDrive)
• Safeguard patient privacy and confidentiality
• Complete other duties as assigned

Qualifications:

• A minimum of a high school diploma or GED is required.
• 1 or 2 years practical experience in a primary care physician practice is an asset.
• 1 or 2 years practical experience in an in-person customer service role is an asset.
• A certificate or diploma in medical office administration from a Canadian accredited post-secondary institution is an asset. (Preference is given to graduates of a CHIMA-accredited program)
• A Health Information-Certified Associate (HICA) certificate is an asset

Skills:

• The ability to consistently express genuine compassionate care during encounters
• Superior customer service
• Superior English written communication (grammar, structure, etc.)
• Superior English oral communication (clarity, comprehension, etc.)
• Scheduling and time-management
• Prioritization and organization
• The ability to make quick decisions when required.
• Analytical-thinking and problem-solving
• Conflict resolution skills
• The ability to interpret data relevant to the position.
• Fluency with medical terminology
• Appreciation of the importance of privacy and confidentiality
• Appreciation of the importance of propriety/conduct/behaviour in the workplace
• Always exercise good judgment
• Collaborative/team-based work
• Accurate, error-free data entry, particular in EMR
• Proficiency with EMR software, especially Avaros
• Proficiency with general computer applications (e.g. Microsoft Office, Google Suite, Search)
• Fluency in a second language (e.g. Arabic, Gujarati, Hindi, Mandarin, Punjabi, etc.) is an asset

Working Conditions:

This position entails working in a medical office environment, primarily at a computer workstation. An understanding of ergonomics, with a view to preventing health concerns, e.g. repetitive strain injury from typing, is expected of the employee.

While this position does not involve handling of hazardous materials such as liquid nitrogen, medical sharps (e.g. scalpels, needles, etc.), and medications, medical offices often have such materials present. There are numerous safeguards in place to prevent unnecessary exposure. The employee is expected to be fully aware of these in order to maintain safety in the workplace.

This position may require working evenings, weekends, and/or overtime.

Physical Requirements

• Strength Guidelines

The ability to lift weight approximating 20 lb. (e.g. a box of printer paper).

• Motion Parameters

The ability to sit or stand at a desk for long hours.

The ability to handle the demands of operating a computer keyboard and mouse for long hours.

• Vision and Hearing Requirements

The ability to spend long hours in front of a computer screen.

The ability to adequately hear patients' verbal communication at the reception desk.

• Psychological Demands

The ability to not become frustrated or impatient with demanding patients. It is recognized that our service expressly exists to assist people with their health. As such, we will often receive patients who are unwell and may not express themselves in the most polite or respectful manner. To be clear, this does not mean that we accept or tolerate abuse of our staff.

The ability to not become frustrated or impatient with the demands of the job, including requests from co-workers, physicians, etc.

The ability to be assertive and respectful in situations where conflicts may arise

Job Types: Full-time, Part-time, Permanent

Expected hours: 20 – 40 per week

Benefits:

• On-site parking
• Store discount

Schedule:

• 8 hour shift
• Day shift
• Evening shift
• Monday to Friday
• Morning shift
• Weekends as needed

Ability to commute/relocate:

• Oakville, ON L6M 5E4: reliably commute or plan to relocate before starting work (required)

Education:

• Secondary School (required)
• A certificate or diploma in: Medical Office Assistant, Medical Office Administration, or Office Administration - Health Services is an asset

Experience:

• Medical Reception in a PRIMARY CARE OFFICE (Physician, NP): 1 year (required)

Language:

• English with fluency/mastery (required)

Work Location: In person

Job Types: Full-time, Part-time, Permanent

Pay: $19.50-$20.50 per hour

Benefits:

• On-site parking
• Store discount

Ability to commute/relocate:

• Oakville, ON L6M 5E4: reliably commute or plan to relocate before starting work (required)

Education:

• Secondary School (required)

Experience:

• Medical Reception in a PRIMARY CARE OFFICE (MD, NP): 1 year (required)

Language:

• English with fluency/mastery (required)

Work Location: In person