Administrative Assistant, Chronic Pain Service

2 weeks ago

Guelph, Canada Homewood Health Full time
Make a difference in a growing, innovative mental health organization and centre of excellence in people-centered care. Work with supportive colleagues who are passionate about improving lives and champions for quality and continuous learning.

As an Administrative Assistant for our Chronic Pain Service & Interventional Psychiatry Team (IPS) you will be an integral part of a collaborative team focused on delivering seamless services and programs to our clients, patients and customers. If you are looking for a company that is constantly moving forward in pursuit of successful outcomes, get ready to love it here

What you’ll be doing:
  • Coordinate and track referrals, workflow, schedules, projects, incoming and outgoing mail
  • Compose correspondence for management team and provide administrative support to special projects and presentations
  • Monitor, manage and address email, telephone, voice mail and in-person inquiries from a variety of internal and external sources
  • Coordinate completion of the Recreation and Fitness/Integrated Health Clinic manual, assist with revisions and maintain Rec Centre shared directory
  • Meeting management including booking meeting rooms, sending out agendas, coordinating catering, transcribing minutes, circulating and maintaining official
  • Maintain online practice management schedule for Integrated Health Clinic, including registering new clients, booking/cancelling appointments, setting reminder calls/messages and liaising with other clinical programs at HHC
  • Welcome, receive and direct clients/visitors and promote an inclusive and accessible environment
  • Manage allied health clinic flow and organization including assistance with the management of health records
  • Collect, verify and submit extended healthcare claims for allied health through various sources
  • Create invoices and collect payment for services from clients, families and insurance providers
  • Complete monthly billing for Finance and support payment process for allied health
  • Assist with entering IPS clients into the Touchpoint measurement-based care database (Ketamine and ECT)
  • Ensure privacy and confidentiality are kept at all times following PHIPA rules and regulations
  • Design promotional materials for programs within the service (i.e. clinic guidelines, brochures, forms)
  • Participate in quality improvement activities 
What we’re looking for:
  • 2 years’ experience providing administrative support to management
  • Experience with patient appointment scheduling and knowledge of “Jane” practice management software
  • Proficiency with submitting extended healthcare claims for allied health through various web-based portals such as TELUS Health Portal, providerConnect and Medavie Blue Cross
  • Exceptional organizational and time management skills
  • Excellent judgment, problem resolution and decision-making skills
  • Ability to work independently with minimal supervision
  • Strong attention to detail and able to multitask in an environment with quickly changing priorities
  • Understanding and expertise in maintaining the privacy, confidentiality and security of information
  • Proficiency with handling inquiries and requests from the public with diplomacy, courtesy and a pleasant demeanor
  • Ability to work well with all levels of management, staff, patients and external sources
  • Proficiency with Word, Excel, PowerPoint, Adobe Acrobat Writer
  • Excellent oral and written communication skills with ability to clearly articulate information
As part of our commitment to the health and safety of our patients, staff and community from COVID-19, subject to any accommodation required by applicable human rights legislation, Homewood Health Centre requires that all staff have received all required doses of a COVID-19 vaccine approved by Health Canada.

Why work with us

Homewood Health is Canada’s largest and leading service provider for medically focused, evidence-based treatment of mental health and addiction disorders. Our organizational culture values service excellence, integrity, collaboration and innovation. Our people make a difference

As an equal opportunity employer, Homewood Health is committed to employment accessibility, diversity, equity and inclusion. For this reason, we encourage applications from members of equity-seeking groups including women, racialized and indigenous communities, persons with disabilities, and persons of all sexual orientations and gender identities/expressions.

Join us at Homewood Health™ and be part of a diverse team helping Canadians live healthier, more productive and fulfilling lives.

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