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About the Role

The Outpatient Program Assistant coordinates administrative and clerical support for the inter-professional Outpatient & Primary Care teams and the Manager, Outpatient Clinical Services. This role involves scheduling, maintaining client records, utilizing electronic medical records, providing administrative support, offering relief coverage, assisting clients, and managing supplies for the Outpatient team.

Responsibilities

Manage all aspects of data in the electronic medical record (EMR) system (EPIC), generate reports, track outpatient visits and service delivery coding, scan documents, and book appointments.
Provide administrative support to the outpatient Clinical Lead and teams, including generating staff schedules, maintaining the Intake and Assessment calendar, and assisting with monthly program schedules.
Liaise with the Clinical Leadership Team to provide timely information regarding challenges and potential solutions.
Answer queries and redirect client calls.
Schedule referrals to specialists and book required tests and/or procedures.
Book clinician appointments and complete reminder calls and pre-appointment screening.
Complete meeting minutes for various team meetings, support committee work, and develop systems for ongoing reporting.
Provide back-up support to front desk reception and In-patient Program Assistant for breaks and lunch coverage.
Interact compassionately and respectfully with clients dealing with sensitive issues, exercising professional communication.
Remain flexible and manage changes in priorities, working under demanding timelines.
Order medical supplies in consultation with clinical providers, verify packing slips, follow up on back orders, and stock supplies.
Support the team in the distribution of tokens, gift cards, and taxi vouchers, and manage program-related purchases and invoices.
Work effectively with multiple stakeholders and competing demands.
Perform other duties as assigned.

Requirements

Minimum of two years administrative experience in a health care / social service or not for profit sector environment.
Proven experience working with an electronic health record system and understanding of Personal Health Information Protection Act (PHIPA) and other privacy regulations.
Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word), SharePoint, and Outlook.
Demonstrated knowledge in implementing systems for administrative and organizational support is an asset.
Ability to multi-task, set priorities, and anticipate change.
Proactively identify challenges and opportunities regarding the effective functioning of the team.
Demonstrated understanding of working within an anti-oppression, harm reduction and anti-racist framework.
Excellent interpersonal skills.
Excellent verbal and written communication skills.
Proven ability to take initiative, work collaboratively and independently.
High degree of time management skills, with a proven ability to manage multiple competing priorities and meet strict deadlines.
Strong aptitude for organization, including structuring data, organizing digital/physical files, and allocating team resources efficiently.
Strong attention to detail, to ensure accuracy across organized workflows.
Exemplary customer service skills.
Experience with applying de-escalation principles to ensure a safe environment.
Demonstrated ability to exercise flexibility, discretion, and sound judgment in professional interactions.
Demonstrated ability and experience in engaging in a sustained, compassionate, professional manner with clients managing sensitive health matters.

Skills

Electronic Medical Record (EMR) system (EPIC)
Microsoft Office (Excel, PowerPoint, Word)
SharePoint
Outlook
Personal Health Information Protection Act (PHIPA)
De-escalation principles

Location

On-site

Work Type

Fully on-site
Permanent
Full-Time

Experience Level

Minimum of two years administrative experience

Education Level

Undergraduate degree
Medical secretary diploma
Two-year college diploma in Administration with a healthcare focus

Salary/Compensations

$26.12 to $31.03 per hour

About the Company

Casey House is a specialty hospital providing holistic care for people living with and at risk of HIV.
We offer inpatient, outpatient, and community-based services.
Our environment is safe, welcoming, and judgement-free, promoting belonging and community.
We are committed to building a diverse team reflecting the community, including 2SLGBTQ+, Indigenous, Black, and other racialized communities, as well as those living with HIV.
Every staff member, peer, and volunteer acts in accordance with our purpose, values, and philosophy of care.

Equal Opportunity

Casey House is committed to providing accommodation in all parts of the hiring process. If you require an accommodation, please notify us, and we will work with you to meet your needs.