St. Michael's Hospital

DUTIES & RESPONSIBILITIES

Reporting directly to the Clinical Leader/Manager, the Clerical Assistant will be responsible for performing a broad range of administrative, secretarial, word processing and business support services the inpatient unit. As a highly organized, self-motivated, results-oriented individual, you will be accountable to:

• Provide reception and resource functions for patients/families and staff members.
• Manage all incoming and outgoing telephone calls and faxes and operates a multi-line telephone; triage calls as appropriate to team members in a timely manner.
• Schedule all patient appointments including clinic visits, procedures/tests and obtain test results, x-rays, dictated notes or retrieve files using both manual and computerized systems.
• Register and pre-register all patients in the ADT computer system and generate daily list of patients.
• Retrieve, assemble, maintain proper order of patient record, as well as replenish, thin and repair patient charts as necessary and ensuring strict confidentiality of patient records.
• Order, maintain, and follow-up on inventory, clinic supplies and patient education material to ensure the smooth functioning of the clinical area.
• Generate a variety of correspondence including letters to patients and referring doctors.
• Participate in quality improvement projects. Accurately compile monthly statistics using a spreadsheet and prepare reports.
• Participate in payroll and scheduling for staff.
• Act as a resource to other team members, providing assistance, orientation and collaboration to minimize/eliminate problems and duplication of tasks.
• Attend and participate in staff meetings, be responsible for scheduling meetings, room booking, taking and distributing minutes, typing, photocopying and ordering catering.
• Collaborate with centralized departments to obtain patient services e.g. housekeeping, volunteer services, translation services, telecommunications, engineering, etc.
• Other duties as required.

QUALIFICATIONS

• Graduate of a recognized Office Administration Program.
• Must have Medical Terminology Certificate or equivalent.
• Minimum of one year clerical experience in the health care setting.
• Demonstrated computer knowledge with proven aptitude in Word, Excel, Access, Groupwise, ADT Registration System, Clinical Database with a willingness to continually upgrade skills as required.
• Excellent communication skills, both verbal and written to communicate with patients, families and team members and exercise good judgment in a pleasant, effective, tactful manner.
• Excellent time management and organization skills to work with multiple clinics, high volume of patients and competing priorities.
• Excellent customer service skills with proven success working as part of a team.
• Demonstrated commitment to and understanding of the policies, procedures and mission and values of St. Michael's Hospital.
• Must have an excellent attendance record.