Medical Office Assistant/Receptionist

at  Fraser Health

Salary range: The salary range for this position is CAD $25.54 - $27.22 / hour Detailed Overview:
Under the general supervision of the Nurse Practitioner and reporting to the Manager, Indigenous Health, this position provides administrative day-to-day support to the FH Indigenous Primary Care Sites that provide primary health care services to medically unserved/underserved Indigenous clients seeking care. Performs duties such as front desk reception interacting directly with clients, registering new clients, booking appointments and referrals, establishing and maintaining charts and chart organization including requests, specimen processing, ordering supplies and maintaining stocks, maintaining database(s) including billing procedures and maintenance of electronic client case load, typing material utilizing word processing software, setting up and maintaining the filing systems, processing incoming and outgoing mail, faxes, reports/records and internal and courier documents, arranging meetings/special functions, and operating office equipment. Deals with matters of a confidential nature for the Nurse Practitioner, nurses, physicians, and other members of Fraser Health and the Indigenous Health multi-disciplinary teams as required.

Responsibilities:

• Provides reception services by performing duties such as operating a multi-line switchboard or phone, registering new patients, booking appointments, following up on orders regarding referrals and diagnostic tests, answering/directing incoming calls for staff, taking messages, answering routine inquiries, and providing information of a general nature regarding the Health Clinic, receiving visitors, determining whether an emergent situation exists and referring to appropriate areas within Indigenous Health. Contacts other hospitals/organizations to obtain information as required.
• Types material such as correspondence, reports, and documents utilizing various word processing software and computerized systems by performing functions such as inputting client information, maintaining registers, and typing from handwritten draft or general instruction and transcribing from Dictaphone. Prepares various informational/resource packages by designing, updating, photocopying, and collating packages/brochures for distribution to the patient and/or family.
• Collects data from various sources, enters data into computerized systems and ensures data is up to date. Gathers, compiles, and retrieves information as required and prints related reports.
• Sets up and maintains the client and administrative filing system, according to policies and procedures designed to protect confidentiality, for a variety of records such as correspondence, reports, minutes, and directories by performing duties such as creating and labeling files, developing forms, indexing materials, and filing.
• Processes incoming and outgoing mail, faxes, reports/records, and internal and courier documents by performing duties such as receiving, recording, date stamping, sorting and distributing mail to appropriate personnel and preparing outgoing mail for pickup as required. Signs for receipt of packages and shipments.
• Processes encounter codes, payroll, and physician billings by entering and updating records using computerized system, calculating billing totals, and following up on related discrepancies. Refers complex problems to the Nurse Practitioner.
• Monitors levels of medical and pharmaceutical equipment and supplies and orders as necessary. Maintains levels of stationery, office supplies, and resources according to pre-determined levels by photocopying, completing requisitions for signature, and forwarding approved requisition to appropriate personnel.
• Cleans medical equipment and instruments in accordance with established procedures. Cleans and organizes supply areas.
• Arranges meetings/special functions as directed by performing duties such as booking meeting rooms, arranging catering, contacting appropriate personnel, sending invitations, typing and circulating notices and/or agendas from written drafts, and recording and distributing minutes.
• Operates office equipment such as photocopiers, shredders, and fax machines and carries out minor maintenance such as loading paper, removing paper jams, cleaning glass, and changing toner cartridges. Refers further maintenance required to the Nurse Practitioner.
• Liaises with staff of health care and social service organizations, as well as general practitioners’ offices to provide program related information. Represents the Indigenous Primary Care Centre by attending various meetings with the purpose of promoting the program and sharing information about the Centre.
• Performs other related duties as required.

Qualifications:

EDUCATION AND EXPERIENCE

Grade 12, plus completion of a Medical Office Assistant certificate plus one year of recent related office/clerical experience or an equivalent combination of education training and experience

SKILLS AND ABILITIES

• Demonstrated ability to communicate effectively both verbally and in writing in English.
• Demonstrated ability to work effectively with the multi-disciplinary team and be a self-starter.
• Demonstrated ability to deal effectively with others in a multicultural setting.
• Demonstrated effective interpersonal and cultural competence skills.
• Demonstrated ability to deal effectively in conflict situations.
• Demonstrated ability to exercise sound judgment.
• Demonstrated ability to organize work and establish workload priorities in collaboration with others.
• Demonstrated ability to take initiative.
• Demonstrated ability to work independently and in collaboration with others.
• Demonstrated ability to type 40 wpm.
• Demonstrated ability to use applicable computer equipment and software at a basic level.
• Working knowledge of general office practices and procedures and their application.
• Knowledge of medical terminology.
• Knowledge of relevant acts, regulations, programs, policies and procedures.
• Physical ability to perform the duties of the position.

• Provides reception services by performing duties such as operating a multi-line switchboard or phone, registering new patients, booking appointments, following up on orders regarding referrals and diagnostic tests, answering/directing incoming calls for staff, taking messages, answering routine inquiries, and providing information of a general nature regarding the Health Clinic, receiving visitors, determining whether an emergent situation exists and referring to appropriate areas within Indigenous Health. Contacts other hospitals/organizations to obtain information as required.
• Types material such as correspondence, reports, and documents utilizing various word processing software and computerized systems by performing functions such as inputting client information, maintaining registers, and typing from handwritten draft or general instruction and transcribing from Dictaphone. Prepares various informational/resource packages by designing, updating, photocopying, and collating packages/brochures for distribution to the patient and/or family.
• Collects data from various sources, enters data into computerized systems and ensures data is up to date. Gathers, compiles, and retrieves information as required and prints related reports.
• Sets up and maintains the client and administrative filing system, according to policies and procedures designed to protect confidentiality, for a variety of records such as correspondence, reports, minutes, and directories by performing duties such as creating and labeling files, developing forms, indexing materials, and filing.
• Processes incoming and outgoing mail, faxes, reports/records, and internal and courier documents by performing duties such as receiving, recording, date stamping, sorting and distributing mail to appropriate personnel and preparing outgoing mail for pickup as required. Signs for receipt of packages and shipments.
• Processes encounter codes, payroll, and physician billings by entering and updating records using computerized system, calculating billing totals, and following up on related discrepancies. Refers complex problems to the Nurse Practitioner.
• Monitors levels of medical and pharmaceutical equipment and supplies and orders as necessary. Maintains levels of stationery, office supplies, and resources according to pre-determined levels by photocopying, completing requisitions for signature, and forwarding approved requisition to appropriate personnel.
• Cleans medical equipment and instruments in accordance with established procedures. Cleans and organizes supply areas.
• Arranges meetings/special functions as directed by performing duties such as booking meeting rooms, arranging catering, contacting appropriate personnel, sending invitations, typing and circulating notices and/or agendas from written drafts, and recording and distributing minutes.
• Operates office equipment such as photocopiers, shredders, and fax machines and carries out minor maintenance such as loading paper, removing paper jams, cleaning glass, and changing toner cartridges. Refers further maintenance required to the Nurse Practitioner.
• Liaises with staff of health care and social service organizations, as well as general practitioners’ offices to provide program related information. Represents the Indigenous Primary Care Centre by attending various meetings with the purpose of promoting the program and sharing information about the Centre.
• Performs other related duties as required