The primary role of the Clerical Assistant in an In-Patient Area/Ambulatory Clinics is to provide administrative and clerical support to the daily operations of the unit. The scope of the position requires proficient skills related to customer service, communication and computer technology. The Clerical Assistant interacts with internal and external health care providers, staff, patients, families, and administration to provide fair, timely and equitable patient access to services.
Responsibilities
- Provides a broad range of secretarial and clerical support to the daily operations of the department
- Provides excellent customer service by phone, in person and electronically for patients, staff and visitors
- Answers and forwards messages, facilitates pages to physicians/consult service providers, and responds to inquiries including patient safety concerns and takes appropriate corrective action;
- Manages flow of patients/clients/visitors in a customer focused manner
- Coordinates timing and record keeping relating to patient admission, discharges, transfers and tests
- Maintains patient charts
- Arranges and coordinates appointments and meetings as necessary e.g., arranges for follow-up outpatient appointments at discharge
- Collaborates with patient care team (physicians, nurses, clinical assistants, health disciplines, USWs) to support patient care flow, family visits or other unit/department coordination processes
- Manages requests in a timely manner, based on priority
- Organizes transfers, services and equipment for the unit
- Reviews, orders and/or picks up supplies and equipment and maintains inventory, with oversight from CLM or designate
- Updates hospital bed management system and unit patient boards
- Updates infection control patient status and related signage
- Liaising with various hospital departments such as payroll, purchasing, etc. to exchange information and to resolve issues;
- Other duties as assigned.
Qualifications
- Graduate of a recognized Medical Administration program or equivalent
- Completion of a medical terminology certificate required
- Excellent computer experience required in the following software applications: Microsoft Office (Word, Excel, PowerPoint, Outlook), MS4 ADT, Soarian Clinicals, Soarian Scheduling
- Proficiency in the following software applications preferred: Syngo and Carestream.
- Current clinic experience preferred;
- Ability to work in a fast-paced and demanding clinic environment;
- Excellent interpersonal and communication skills
- Good judgment and discretion
- Ability to work well under pressure
- Highly organized and efficient time management skills
- Problem solver
- Presents a calm and pleasant demeanor at all times, uses good judgment and discretion, and works well under pressure;
- Flexibility in rotating job assignments;
- Able to prioritize and multitask
- Excellent attendance record.
In this position, if this department offers day, evening, night, weekend and/or statutory holiday shifts, you may be required to work these shifts on a rotational basis as per the specific needs of the department. Shifts are subject to change based on departmental needs.
