Medical Office Assistant

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

STATUS: These are two regular, full-time positions

HOURS OF WORK: 1.0 FTE (8:00-18:00 Sun-Wed and 8:00-18:00 Wed-Sat)

SALARY:  $27.01 per hour 

BENEFITS: Medical, dental, vacation, sick leave, long term disability and pension

LOCATION: Hope to Health Clinic

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 socioeconomic barriers in accessing healthcare.

JOB: 

Reporting to Clinical Operations Manager, the Medical Office Assistant acts as a member of the client care team and performs a variety of clerical duties utilizing computerized software programs in support of the operation of the unit. Acts as a communication link for the unit, providing receptionist functions, coordinating client appointments, and assembling and maintaining client charts.

JOB RESPONSIBILITIES:

• Schedule and coordinate initial client appointments, and follow-up visits. 
• Register and admit clients into the electronic medical record (EMR) system, ensuring client demographics and other required information is accurate and complete 
• Greet and confirm client arrivals, informing appropriate clinicians and staff when clients have checked in for appointment. 
• Manage referrals processes by verifying that all requirement information is complete as per clinic requirements, gathering any missing details, entering data, sending client questionnaires, and processing related paperwork. 
• Collaborate with clinic aide on maintaining and monitoring medical supplies inventory and ensuring the supply room is organized and properly stocked.  • Maintain accurate records and statistics by performing data entry, compiling and updating logs, and following up with team members as required. 
• Prepare and distribute a variety of technical and non-technical material such as correspondence (including re-direct letters), reports, notices, spreadsheets, creating files, Communicate with H2H primary care teams and external agencies to manage client referrals and exchange relevant medical information, ensuring accurate and timely communication between all parties. 
• Performs reception duties by answering telephone calls, answers inquiries and directs or transfers calls to appropriate personnel and takes messages.
• Maintains downtime procedures and reports in accordance with established procedures such as distributing materials during downtime. 
• Act as the main point of contact for patient inquiries and other community health providers for the OPT Clinic. 
• Ensure that samples are accurately labeled and properly packed for the courier with requisition. May also assist in preparing supplies for IV Infusion or dressing changes for the nurses. 
• Coordinate with the H2H Pharmacy regarding prescriptions. 
• Performs other clerical duties as required.

JOB QUALIFICATIONS:

Education, Training and Experience

• Grade 12, knowledge of medical terminology and two (2) years’ recent  related experience in a health care or community setting including  managing booking/registration processes and providing information on  preliminary assessments for diverse populations facing complex  social/economic challenges. 
• Knowledge and experience with preliminary assessments used in the  triaging process in clinic environment. 
• An equivalent combination of education, training and experience may be  considered. 

Knowledge, 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.
• Knowledge of interprofessional health care, client-centred care and mental  health issues and their impact on social functioning. 
• Ability to communicate effectively verbally and in writing. 
• Ability to deal with others effectively, work collaboratively and contribute to  a safe, respectful environment. 
• Ability to organize.
• Ability to operate related equipment.
• Physical ability to carry out the duties of the position. 

Reporting Structure

Medical Office Assistant reports to the Clinical Operations Manager of the BC-CfE  or their delegate.