Intake Coordinator

Please note:  Only Canadian Citizens, legal residents or residents with a legal work permit will be considered.

STATUS:  This is a Permanent Full-time position

FTE: 1.0 FTE

NUMBER OF POSITIONS: 01

JOB START DATE: As soon as possible

SALARY:  $57,347.00 – $63,624.00

LOCATION: BC Centre for Excellence in HIV/AIDS, 625 Powell Street, Vancouver.

BENEFITS: This position may be eligible for extended health benefits and sick and vacation time off.

ORGANIZATION: The BC-CfE is a world-renowned HIV/AIDS Centre with innovative, low barrier approach to healthcare delivery in clinical practice and an integrated group of research concentrations in Laboratory Sciences, Clinical Trials, Population Health and Epidemiology, Health Economics and Professional Education Programs. A multidisciplinary team of clinicians including Physicians, Nurses, Social Workers and Peers and researchers including Health Economists, Epidemiologists, Clinical Researchers, Statisticians, Programmers, and Data Analysts work collaboratively to improve the health of British Columbians with HIV and communities facing socio-economic barriers in accessing healthcare through the development, ongoing monitoring and dissemination of comprehensive research and treatment programs for HIV and related diseases.

ROLE:  The position is a full-time opportunity with the BC Centre for Excellence/Hope to Health Primary Care Clinic in the capacity of an Administrative Clients Intake Coordinator. Under the supervision of the Clinical Operations Manager, the Clients Intake Coordinator will be responsible for managing the initial intake process of new clients/patients by receiving referrals, gathering necessary information, verifying eligibility, coordinating with referral agencies for client/patient appointments and smooth transition into services, acting as the first point of contact for referral agencies and potential clients/patients and maintaining positive relationships with referral sources.

The Client Intake Coordinator will collaborate on and contribute to a variety of Hope to Health Primary Care Clinic administrative, operational and project-related needs including, but not limited to:

• Answering incoming calls, emails, and faxes from referral agencies for new client referrals or other matters in a professional and timely manner
• Manages the intake process including registration, verification of demographics, completion of required paperwork and electronic chart registration
• Assessing client eligibility for clinic services and reviews complex or urgent clients referrals with Medical Director
• Coordinates with referring agencies to schedule client intake appointments
• Maintain electronic medical records, ensuring confidentiality, accuracy and accessibility for retrieving client records as needed for appointments, referrals and medical inquiries
• Monitors client’s attendance to intake appointments, and follows up with referring agencies on clients who missed intake appointments or who require additional information
• Communicates with referral agencies, clients, and internal clinical teams regarding intake status
• Communicates professionally with primary care providers including family physicians (FPs), nurse practitioners (NPs), primary care clinic staff, local hospitals, as well as other health care professionals, health care organizations, and community social service providers and partners as necessary
• Engage with clients in a trauma informed, ethical and collaborative way
• Performs all aspects of the intake process, following standard procedures
• Proactive case/panel management of clients who are lost to care and require follow-up appointments
• Keeps detailed records of intake processes, and decisions, and prepares clients demographic and previous documented medical history information for all incoming referrals.
• Prepares exit records for clients transferring in collaboration with the care team following standard procedures
• Responds to enquiries from hospitals, community organizations, primary care providers and self-referrals about service offerings and eligibility criteria
• Contributes to, and coordinates the review and refinement of Hope to Health referral forms and documents
• Participates in the development of materials to ensure smooth operations such as process/workflow documentation and FAQ documents
• Faxing, scanning, filing and copying highly sensitive documents
• Actively participates in Hope to Health service special projects and quality improvement initiatives
• Performing other duties, as required when not fulfilling primary responsibility

Qualifications

Education Training and Experience

• University degree or College certificate in a relevant discipline such as (healthcare, administration, communication or business),
• minimum 2 years’ experience in healthcare.  Previous experience working with primary care services with complex clients is an asset.
• an equivalent combination of education and experience may be considered.
• Demonstrates advanced computer proficiency using MS Office applications (Word, Outlook, Excel and PowerPoint)
• Effective verbal and written communication skills
• Experience managing client-facing customer relations
• Experience using an Electronic Medical Record (EMR) (e.g. Med Access) is an asset

Skills and Abilities

• Ability to keyboard 45 w.p.m.
• Knowledge of medical terminology.
• Knowledge of social/economic issues impacting health outcomes, and related conditions including substance use and disorders.
• Demonstrated comfort and skill working with diverse populations
• Knowledge of primary health care, client-centred care and mental health issues and their impact on social functioning
• Ability to communicate effectively verbally and in writing, including conflict resolution skills.
• Ability to deal with others effectively, work collaboratively and contribute to a safe, respectful environment.
• Ability to organize and prioritize.
• Ability to operate related equipment.
• Physical ability to carry out the duties of the position.

Please include resume and cover letter in your application, and include the job title you are applying for in your email subject line.

CONTACT: Human Resources Coordinator; careers@bccfe.ca

APPLICATION DEADLINE: Until the position is filled