Administrative Support Coordinator

ABOUT THE JOB

This position will provide administrative support to CMHA’s new Psychiatry Services program. The Psychiatry Services program represents one tier of a provincial stepped care continuum for anxiety and depression. Reporting to the Lead, Integrated Community Response for Depression & Anxiety, the Administrative Support Coordinator will be responsible for administrative and technical support tasks to assist with day-to-day operations and to support the psychiatric physicians providing patient services within the program.

DUTIES AND RESPONSIBILITIES

• Provides administrative support to the Psychiatry Services program to assist physicians in providing optimalpatient care.
• Act as primary administrator of the Collaborative Health Record (CHR) to:
  • Receive, review, and process incoming patient referrals received by fax, email, and telephone, ensuringreferrals are accurately documented, tracked, and maintained within electronic and manual filing systems.
  • Conduct preliminary review of referrals to confirm completeness and basic eligibility criteria and forwarddocumentation to appropriate clinical staff to support patient intake and service coordination.
  • Distribute, collect, and organize patient questionnaires, consent forms, and related documentation,maintaining accurate and accessible client records in accordance with program requirements.
  • Enter and update referral and patient information in electronic systems to support clinic workflows.
  • Assist with referral triage and assignment to appropriate providers under the direction of clinicians and/orprogram managers.
  • Schedule and confirm patient appointments for individual and group services, including virtual and in-personvisits, and maintain appointment calendars and program waitlists as required.
  • Ensures timely and complete correspondence with patients and referring family physicians.
• Provides reception services for physicians delivering in-office visits, greeting clients, responding to inquiries by telephone and in person, and directing clients, physicians’ offices, and external stakeholders to appropriately resourced or staff as required.
• Responds to routine information requests related to Psychiatry Services programs from clients, physicians’offices, partner organizations, and the public. Provides general information about program services and policiesand refers complex issues to physicians or designated staff.
• Responds to technical and database queries as they relate to the Psychiatry Services CHR.
• Performs duties including entering client information and preparing correspondence, reports, charts, tables,letters, presentation materials, and program documentation from rough drafts, general instructions, or electronicrecordings using software applications such as Microsoft Word, Excel, PowerPoint, and database systems.
• Maintains electronic and manual filing systems for client records and program documentation. Performs record management duties such as setting up and maintaining filing systems, indexing records, retrieving files asrequested, and ensuring client data within the clinical health record (CHR) database is accurate and up to date.
• Ensures physician practice administrative needs are monitored and supported, including coordinatingdocumentation, maintaining registers and manuals, and organizing materials required for program operations.
• Support data monitoring for quality assurance purposes.
• Ensures the completeness and accuracy of program records to support reporting on key performance indicators such as referral volumes and characteristics, wait times, and number of client encounters. Gathers and compilesprogram statistics and maintains related data to support ongoing monitoring, quality assurance, and program evaluation activities.
• Liaises with internal teams and external partners, including the BounceBack administrative teams, to coordinate step-up and step-down mechanisms for appropriate clients and ensure continuity of service.
• Other administrative or technical duties as assigned.

ABOUT YOU

The successful candidate will bring well-developed administrative skills to organize and administer medical practice support functions. Must be able to demonstrate good interpersonal skills, attention to detail,resourcefulness and excellent knowledge of office support technologies and programs including MS Office skills,video conferencing, and electronic medical record platforms.

Q