Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Clinic Receptionist (Gr3)
Job Title
Clinic Receptionist
Department
Sport and Exercise Medicine | Department of Family Practice | Faculty of Medicine
Compensation Range
$4,208.00 - $4,316.00 CAD Monthly
Posting End Date
February 5, 2025
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.
Job Description Summary
MOA role: Provides support for healthcare providers (primarily physicians). Duties range from routine to complex and include maintaining a highly confidential electronic medical record system, correspondence, and communication. Provides basic computer and medical technology troubleshooting. Interacts with department faculty and staff as well as providing relief for other MOAs. This position requires good judgment, the ability to work cooperatively in a fast-paced environment, and knowledge of the operations of the clinic and its policies and procedures.
Physician and resident availability can change the schedule on a daily/weekly basis. The MOA must be able to reorganize physicians and keep the physicians and staff informed of the rapid changes.
Administrative role: Provides a full range of full-time, in-person medical/administrative support to the UBC Sport and Exercise Medicine Clinic located at UBC Vancouver's Point Grey Campus.
Maintains confidential paper records as well as highly sensitive electronic medical records. Informs patients and provides pre and post-treatment care, as directed by the healthcare provider.
Organizational Status
Reports to both the Clinic Supervisor and Senior Manager. Interacts, and shares information, with the Senior Manager as well as provides support to the doctors, physiotherapists, residents, and fellows, etc. Hours for the position will be set based on the operational needs of the business and can change depending on the practitioners' schedule. This position supports the clinic and IMS programs as needed due to the practitioner overlap. Our team is centered around a shared responsibility model where all members are expected to share the workload of various tasks as assigned by Management.
Work Performed
Clinical/Clerical: Processes a high volume medical of documents (inbound and outbound) within the EMR system. This includes classifying and coding electronic and hardcopy files.
Provides timely customer service, with minimal supervision, and works effectively during high-volume periods.
Uses Input Health system to book appointments or prepare reports, invoices, letters, and medical records.
Answers phones and responds to a high volume of calls and voicemails.
Escorts patients in and out of examining rooms, cleans the room between patients and sets up simple trays for procedures done in the office. When appropriate support the doctors as needed with procedures (minimally requested).
Reviews and submits patient medical forms to completion (Workers Compensation Board of BC, Insurance Companies, 3rd Party Medicals, etc., and bills accordingly).
Ensures medical supplies and injectables are well-stocked and completes inventory. Informs the Senior Manager or Advisory Board when the supplies are low.
Ensures diagnostic reports from external laboratories are received, scanned, and imported to the clinic's medical record system.
Responds to requests for records and information, releasing information to authorized personnel by established standards, guidelines, and procedures.
Provides patients with information handouts and pre and post-care procedures information, as directed by the doctors.
Completes daily transactions (multiple payment methods). This includes: Producing invoices & reconciling accounts for patients, completing the closing cash-out procedures to support reconciliation, and the follow-up and cost recovery of outstanding accounts.
Supports management with clinic scheduling by updating various calendars / EMR's as instructed using Excel.
Stays up to date with technology updates for the EMR and medical devices.
Provides basic troubleshooting on the ultrasound and computers used by doctors.
Screens and responds accurately and appropriately to a variety of in-person, written, and oral inquiries of an interpretive nature and provides referral information for patients, as appropriate.
Provides backup when the other MOA staff is on vacation or short-term sick leave.
Billing: Assists supervisor regarding billing as needed.
Prepares and processes billings and payments.
Printing monthly or periodic reports of all billings from Input Health.
Reconciles reviews billing and pursuing past-due balances regularly and accurately coding different types of bills for clear record-keeping and tracking.
Reconciles, reviews, and makes necessary corrections of electronic claims (i.e., rejections, adjustments, payless, and on-hold requests, omissions)
Modifying a provincial (MSP) bill's billing practitioner, location, and other bill details.
Consequence of Error/Judgement
All information must be accurate and provided in a respectful, timely, and supportive way. Failure to provide service that meets these standards may impact negatively on access to services, jeopardize patients' wellbeing, and result in increased risk to the clinic.
Errors or incorrect decisions could result in direct costs, lost opportunities, or delays for patients and staff. Damage to the clinic's reputation may occur if the incumbent does not deal tactfully and helpfully with patients.
Supervision Received
Works cooperatively in a team environment under the supervision of the Clinic Supervisor and Senior Manager. Sets priorities and performs most duties independently, occasionally consulting the Senior Manager with reference to new or complex problems. Reports problems, discrepancies and office issues to the Senior Manager.
Supervision Given
May explain work procedures to new or inexperienced staff. Formally trains new staff on work procedures, and/or oversees work of students and/or temporary staff.
Minimum Qualifications
High school graduation, plus completion of a Medical or Dental Office Assistant program (including terminology), plus one year of related experience, or an equivalent combination of education and experience.
- Willingness to respect diverse perspectives, including perspectives in conflict with one's own
- Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications
Knowledge of client billing procedures.
Intermediate knowledge of MS Excel and Outlook.
Ability to prioritize and work effectively under pressure to meet deadlines.
Ability to exercise tact and discretion.
Ability to effectively manage multiple tasks and priorities.
Ability to maintain accuracy and attention to detail.
Ability to communicate effectively verbally and in writing.
Ability to work effectively independently and in a team environment.
Must have legible handwriting.
Experience and working knowledge of Intrahealth/Profile EMR application is an asset.
