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About the Role

The Clinical Assistant, Hospital to Home provides administrative and coordination support to ensure clients transition smoothly from hospital to home. This role is crucial for accurate processing of referrals, service orders, records, and communications, enabling safe and timely care initiation. The assistant manages high volumes of information, maintains records, coordinates communication, and escalates concerns as needed.

Responsibilities

Enter, update, and maintain client, referral, service, and transition information in electronic databases and program trackers.
Track referral status, anticipated discharge dates, service start dates, outstanding tasks, and required follow-up.
Review program trackers to identify clients approaching transition or discharge.
Notify the clinical team of upcoming discharges and the requirement to complete Transfer of Accountability documentation.
Prepare Ontario Health atHome discharge and transition packages.
Securely submit Ontario Health atHome discharge and transition packages using approved processes.
Confirm the client’s discharge from the Hospital to Home program and the start date of ongoing Ontario Health atHome services.
Record confirmed discharge and service-start information in the appropriate program tracker.
Identify missing information, discrepancies, delays, or potential service gaps and escalate unresolved concerns.
Support timely and coordinated transitions from Hospital to Home services to ongoing community-based services.
Communicate routine referral and transition information with hospital partners, clients, internal teams, and approved service providers.
Provide daily administrative support to the Program Manager, Program Supervisor, and other team members.
Monitor assigned work queues, email, voicemail, and task lists for timely follow-up.
Prepare client lists, huddle materials, meeting minutes, action items, and other administrative materials.
Assist with coordinating meetings and other program activities.
Respond to routine inquiries from clients, caregivers, hospital teams, clinicians, and service providers.
Direct clinical questions, complex concerns, or matters outside the scope to the appropriate personnel.
Prepare and securely send Primary Care Provider notifications and updates.
Notify the appropriate clinician or supervisor of changes affecting discharge, transition planning, service delivery, or client safety.
Maintain clear, timely, and professional communication with internal and external partners.
Participate in team meetings, orientation, training, and emergency preparedness activities.
Reconcile information across source documents, clinical records, and program trackers.
Maintain accurate and timely client records, clinical trackers, program trackers, and other assigned monitoring tools.
Complete routine data entry and updates across assigned systems and trackers.
Scan, upload, label, distribute, and file client and program records.
Monitor outstanding and overdue health-record returns against established timelines.
Enter health-record return information into the Hospital to Home tracker.
Follow up with clinicians regarding overdue health-record returns.
Escalate unresolved, repeated, or high-risk health-record return concerns.
Maintain the clinical tracker, volunteer survey tracker, and other assigned program-monitoring tools.
Track Medical Equipment and Supplies orders and utilization.
Reconcile information across source documents, clinical records, and program trackers.
Track assigned program indicators, including referral volumes, response times, incomplete referrals, service-start status, and outstanding follow-up.
Extract, compile, review, and validate program data for reporting.
Reconcile data with the Quality team, investigate discrepancies, and prepare supporting information for quality reports.
Provide validated data and supporting documentation for program monitoring, chart audits, and operational reviews.
Assist with compiling objective records and performance data for performance-management processes.
Support audits, data validation, incident follow-up, reporting, and quality-improvement activities.
Identify recurring documentation, system, or workflow issues and bring forward improvement opportunities.
Identify and promptly report safety concerns, incidents, service gaps, and urgent issues.
Escalate urgent, high-risk, or client-safety concerns immediately.
Document information accurately and objectively within the assigned scope.
Protect personal health information and use approved secure methods.
Follow organizational privacy, confidentiality, records-retention, occupational health and safety, infection prevention and control, accessibility, and emergency-management requirements.
Complete required health, safety, privacy, emergency preparedness, and organizational training.
Identify documentation discrepancies, duplicate records, system issues, or workflow risks and take appropriate action.

Requirements

Certificate in health administration, medical office administration, business administration, social services, or an associated field.
An equivalent combination of education and relevant experience may be considered.
1+ year of administrative, intake, scheduling, customer service, or coordination experience in health care or a similarly complex setting is preferred.
Experience with hospital discharge, transitional care, community care, or multidisciplinary teams is an asset.
Experience using electronic client records, referral systems, Microsoft 365, and protected communication tools is preferred.
Strong organizational skills, attention to detail, and the ability to manage competing priorities in a busy setting.
Clear written and verbal communication skills, sound judgment, and the ability to recognize when a concern needs to be escalated.
Ability to maintain confidentiality and work independently while collaborating with a multidisciplinary team.

Skills

Administrative support
Coordination
Data entry
Record maintenance
Communication
Problem-solving
Attention to detail
Time management
Confidentiality
Team collaboration
Microsoft 365

Location

Hybrid

Work Type

Full-Time
Permanent
Hybrid

Experience Level

1+ year of administrative, intake, scheduling, customer service, or coordination experience in health care or a similarly complex setting is preferred.

Education Level

Certificate in health administration, medical office administration, business administration, social services, or an associated field.

Salary/Compensations

$39,000 to $55,000 per year

Benefits

Health and Dental Benefits
Retirement Savings Plan (RRSP)
Learning and Development opportunities
Subsidized underground parking
Convenient location on subway line and GO transit

About the Company

Circle of Care is committed to fostering an inclusive, accessible environment, where all employees, volunteers and clients feel valued, respected and supported.
We are dedicated to building a workforce that reflects the diversity of the communities in which we live and serve, and creating an environment where every employee has the opportunity to reach their potential.
Circle of Care seeks applicants who embrace our values of equity, anti-racism, and inclusion.
Powered by people. Sparked by passion. Circle of Care is made up of staff, students, and volunteers who bring energy and purpose, every day.

Equal Opportunity

Circle of Care is committed to fostering an inclusive, accessible environment, where all employees, volunteers and clients feel valued, respected and supported.
We are dedicated to building a workforce that reflects the diversity of the communities in which we live and serve, and creating an environment where every employee has the opportunity to reach their potential.
Circle of Care seeks applicants who embrace our values of equity, anti-racism, and inclusion.
We encourage applications from candidates who have been historically disadvantaged and marginalized, including but not limited to those who identify as First Nations, Métis and/or Inuit/Inuk, Black, members of racialized communities, persons with disabilities, women and/or 2SLGBTQ+.
We are committed to an environment that is barrier free. If you require accommodation, please inform us in advance.
We welcome you to apply for this role, even if you do not meet every requirement listed.
Circle of Care may use artificial intelligence (AI) through third-party platforms, to assist in parts of the recruitment and/or selection process.
Only applicants who are selected for an interview will be contacted.