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About the Role

This role supports the duties and operations of the level four clinics, including Cardiology, Gastroenterology, Osteoporosis, Respirology, and Rheumatology. The position is crucial for facilitating efficient patient access to specialty services and contributing to the smooth operation of the clinics.

Responsibilities

• Receive new referrals and triage according to established guidelines.
• Confirm required information and retrieve relevant details from the referring source.
• Triage to the correct clinic/physician using decision algorithms.
• Confirm triage with physicians and the clinical team.
• Create patient records within the Electronic Patient Record.
• Schedule patient visits and coordinate required tests.
• Communicate scheduled visits to appropriate individuals.
• Monitor clinic schedules to ensure all appointment slots are filled.
• Provide patients with all required test information and special preparation instructions.
• Provide patients with all logistical information.
• Remind patients of appointment times or implement a reminder system.
• Answer clinic-related phone calls and triage to appropriate staff.
• Follow up on patient no-shows.
• Confirm physician schedules of upcoming clinics.
• Manage clinician cancellations.
• Prepare daily patient charts for clinic.
• Generate charts for referrals and retrieve patient results not in the EPR.
• File reports not in the EPR in Women’s College Hospital records.
• Liaise with Health Records regarding chart requests.
• Transcribe referrals.
• Book complex tests and appointments.
• Exhibit a strong understanding of procedures, tests, and consult referrals.
• Work with the team in the assigned clinic and keep members informed of schedule changes.
• Effectively communicate with all hospital clients and stakeholders.
• Manage consultation letters.
• Act as the "face of the hospital" by greeting patients and visitors.
• Provide exceptional customer service to patients, family, and visitors.
• Print clinic and practitioner schedules.
• Verify required demographic information and health card.
• Register patient visits in the appropriate system.
• Distribute and collect patient questionnaires or other forms.
• Visually scan the waiting room to monitor patient needs.
• Check patients out of clinic, including scheduling follow-up appointments and tests.
• Verify patients have all post-clinic instructions and information.
• Participate in process and quality improvement projects.
• Respond to patient and provider inquiries and forward messages.
• Manage and sort incoming and outgoing faxes and mail.
• Maintain and restock administrative forms, pamphlets, and supplies.
• Attend and participate in clinical and administrative team meetings.
• Maintain clinical data and statistics.
• Follow established policies and procedures.
• Provide support to the clinic team.
• Process paperwork for non-insured patients/procedures and associated payments.
• Identify and integrate safe, best practices into daily activities to foster safe and exemplary care.

Requirements

• Applicants must reside and be legally eligible to work in Ontario.
• Medical Office Administration Diploma is required.
• 2 years’ experience working in an ambulatory clinic, preferably in a hospital setting.
• Experience with electronic systems, such as an Electronic Patient Record.
• Strong MS Office application skills including Word, Excel, and Outlook.
• Ability to work well under pressure and use good judgment in assessing difficult situations.
• Ability to produce high-quality work in accordance with Hospital standards.
• Comprehensive knowledge of health care, organizational/office practices, procedures, and standards.
• Excellent verbal and written communication skills.
• Ability to work effectively in an inter-professional team.
• Excellent organizational and time management skills.
• Well-developed interpersonal skills, including the ability to handle multiple duties.
• Proven ability to attend work on a regular basis.
• Professional behavior and communication that meets the standards of the professional regulatory college or association, and the standards of Women’s College Hospital.
• Plays a critical role in acting as an advocate for safety and will demonstrate principles, practices, and processes that will optimize a safe environment for all.

Skills

• Electronic Patient Record systems
• MS Office (Word, Excel, Outlook)
• Health care practices and procedures
• Organizational skills
• Time management skills
• Interpersonal skills
• Communication skills (verbal and written)
• Customer service

Location

• Ontario

Work Type

• Temporary Casual Opportunity
• Variable hours
• Replacement
• Six (6) Months duration

Experience Level

• 2 years’ experience working in an ambulatory clinic, preferably in a hospital setting

Education Level

• Medical Office Administration Diploma

Benefits

• Excellent defined benefit pension plan (HOOPP)

About the Company

• Women's College Hospital (WCH) is an academic, ambulatory care hospital in Ontario with a focus on health for women, health equity and health system solutions.
• Healthcare Revolutionized 2030 is our roadmap to the future.
• Our strategy reaffirms our commitment to providing equitable, accessible, best-in-class healthcare for everyone.
• Women’s College Hospital is a fully affiliated teaching hospital of the University of Toronto.

Equal Opportunity

• Women’s College Hospital is committed to fairness and equity in employment and our recruitment and selection practices.
• We encourage applications from Indigenous peoples, people with disabilities, members of sexual minority groups, members of racialized groups, women and any others who may contribute to the further diversification of our Hospital community.
• Accommodation will be provided in all parts of the hiring process as required under our Access for People with Disabilities policy.