Clinic Receptionist

at  Western University

ABOUT WESTERN

Since 1878, Western University has been committed to serving our communities through the pursuit of academic excellence and by providing students with life-long opportunities for intellectual, social, and cultural growth. We seek excellent students, faculty, and staff to join us in what has become known as the “Western Experience” - an opportunity to contribute to a better world through the development of new knowledge, new abilities, new connections, and new ways to make a difference.

ABOUT US

The mission of the Health and Wellness Clinic is to provide readily accessible, high quality health care to enhance the physical, emotional health and wellbeing of students, staff and faculty of Western University thereby optimizing their potential for academic and professional success and social development.

QUALIFICATIONS

Education:

• Community College Diploma in Medical Office Administration.

Experience:

• 2 years’ administrative experience providing customer service within a healthcare setting.

Skills, Abilities & Expertise:

• Strong administrative and organizational skills.
• Excellent customer service skills
• Ability to handle confidential and sensitive information
• Proficiency in using an electronic health record (EHR) and the ability to learn and use different software programs
• Experience in healthcare or wellness settings
• An understanding of Health Services internal Privacy Policy as well as the Personal Health Information Protection Act
• Knowledge of general medical office procedures.
• Ability to follow formal business practices with high attention to detail
• Ability to employ a systematic and efficient approach to work
• Computer skills with the ability to learn and use software programs
• Basic computer skills in Microsoft Office Suite and electronic medical records software
• Personable and courteous in working relationships with colleagues, students and the public
• Ability to prioritize and organize a fluctuating work load
• Ability to interact effectively with students, staff, faculty, and other members of the University community
• Ability to work independently and as a member of the team to achieve department goals
• Strong verbal and written communication skills

Please note: this position is up to 24 hours per week with the minimum availability of two shifts per week. Must be available to work days, evenings and the occasional Saturday
The Clinic Receptionist is responsible for assisting with numerous administrative duties to ensure the efficient running of the Health and Wellness Services Clinic. This role includes providing customer service and reception assistance with a focus on inclusivity and hospitality. Additionally, the Clinic Receptionist will handle clerical tasks for the physicians, nurses and counsellors in the department.
Key Responsibilities:
1. Customer Service: Provides customer service and reception support, answering queries via phone, email or in-person. This includes receiving patients, creating and updating patient’s demographics, determining the type and duration of appointments needed, and booking follow-up appointments as per physician(s) requests.
2. Appointment Scheduling: Schedule and confirm appointments booked via phone, in-person or online. This includes managing the comprehensive health record (CHR) schedule for a large multi-disciplinary team.
3. Administrative Support: Facilitates administrative processes to ensure the maintenance of smooth operations within the clinic.
4. Patient Navigation: Answers inquiries and informs patients on how to navigate health services, health insurance and community agencies.
5. Document Management: Scans, faxes, emails, photocopies, and complies documents and record releases.
6. Stakeholder Liaison: Liaises with internal and external Stakeholders on behalf of the Health and Wellness practitioners to coordinate appointments, activities and records.
7. File Management: Coordinates and organizes confidential and sensitive patient files (digital or paper). This includes managing the release of records, pre-appointment questionnaires, consent forms, intake packages, imagine and diagnostics, clinical history, and patient/client care needs.
8. Referral Management: Completes and monitors incoming and outgoing referrals for specialists.