Administrative Assistant PT

EHN Canada is the nation’s largest private network of industry-leading mental health, trauma, and addiction treatment facilities, each with a passion for providing quality treatment for Canadians. We are committed to both caring for our patients and supporting their loved ones. With over 100 years of collective experience, our inpatient, outpatient, and online programs are offered across the country, providing essential compassionate care to patients wherever they are.

EHN Canada prides themselves on providing both excellent and accessible care to all Canadians.

Learn more at ehncanada.com

Be part of the work that’s changing lives.

Overview

Under the Executive Director's direction, the Assistant will anticipate needs, take initiative, and work independently and collaboratively as needed. This position also requires strong interpersonal skills and the ability to exercise good judgment in a variety of situations. As a professional, the Assistant must perform several administrative tasks, prepare correspondence, reports, and presentations, and assist the Director with all duties.

This is a part-time position working 24 hours per week. The Assistant must be highly organized and able to effectively prioritize executive support, medical-record auditing, accreditation, quality, and administrative responsibilities within the established work schedule.

The Assistant will have the knowledge and skills to help research and compile data, meet or liaise with individuals and groups inside or outside of the company, and support the development, implementation, and maintenance of organizational policies, procedures, and administrative processes. The Assistant is responsible for the provision of confidential administrative services, including support to the Executive Director and site leadership team, coordination of special projects, accreditation activities, quality and compliance processes, and other administrative support services. The Assistant is the primary point of contact for internal and external communications on matters pertaining to the office of the Executive Director.

A key component of this position is supporting health-record quality and compliance through routine audits of client medical records within the electronic medical record (EMR). The Assistant will complete documentation and record-completeness audits, identify and track deficiencies, support follow-up with the appropriate leaders or team members, and compile audit findings and trends to support quality improvement, accreditation, and organizational compliance.

This position provides administrative support and manages, prepares, and tracks highly confidential documentation and information. The Assistant works closely with clinical, nursing, admissions, operations, and corporate teams and must exercise a high degree of discretion when accessing or handling client, employee, operational, and organizational information.

Responsibilities:

• Administrative support to the Executive Director and site Leadership Team.
• Manage the Executive Director’s calendar, meetings, correspondence, administrative priorities, and other executive support requirements.
• Writing and development of policies, procedures, RFPs, contracts, reports, correspondence, and other documents as directed.
• Daily, weekly, and monthly statistical analysis of bed counts, client demographics, admissions, discharges, completion rates, and other operational and quality indicators as required.
• Conduct routine audits of client medical records and documentation within the electronic medical record (EMR) to monitor completeness, accuracy, timeliness, and compliance with established organizational requirements.
• Maintain medical-record audit tools and trackers and monitor identified documentation deficiencies to support timely follow-up and resolution.
• Communicate identified documentation deficiencies to the appropriate Nursing Supervisor, Clinical Supervisor, Executive Director, or other responsible leader for follow-up.
• Compile and analyze medical-record audit findings to identify recurring trends, opportunities for education, quality concerns, and areas for process improvement.
• Maintain strict confidentiality and appropriate access to client information while conducting medical-record reviews and other quality activities.
• Support trend analysis related to incident reporting, documentation variances, quality indicators, and other organizational metrics.
• Assist with tracking required reports and support timely submission to