Job Description

Position:

Clinic Clerical Assistant

Job #:

2913

Dept:

Outpatient Renal - Hemodialysis

Role Level:

AC03 ($24.17 - $30.18/hr)

Status:

Temporary Part Time (6-12 months)

Site:

Credit Valley Hospital plus all sites, including satellite dialysis unit on Watline Ave and Speakman Drive. Must have own transportation.

Shifts:

Monday - Saturday 0700h - 1500h, 0730h to 1530h, 0800h to 1600h, 0600h to 1400h, 0600h to 1800h, 0630h to 1830h, 1400h to 2200h, 1100h to 1900h (availability for all shifts is required)

Posted:

May 22, 2025

Internal Deadline:

May 28, 2025

JOB DUTIES & RESPONSIBILITIES

Reception (Patient/People Engagement/Experience)

Greets visitors, staff, professional staff, learners and volunteers, directing them to appropriate personnel and/or destination/room, providing assistance as required. Registers patients, confirming/validating patient demographic, insurance (including OHIP) and other required information as appropriate. Explains hospital/department policy and procedures to patients, visitors, staff, professional staff, learners and volunteers as necessary (including infection prevention and control). Answers the telephone, sends/receives faxes, responding to enquiries within scope of authority, or directing to most appropriate person.

New referrals processing and information management

Receives and logs incoming referrals, reviews for completion, follows up as Enters patient information and appointments into Epic including booking Assists new patients completing required questionnaire, responding to questions within scope of Ensures patient discharges are processed and charts are properly disseminated to send to Health Records as

Patient Administrative Services

Coordinates and manages patient information, facilitates communication, and ensures a smooth flow of information for effective patient care. Update patient demographics (e.g. add contacts and relationship). Collects information for registration, billing and Navigating patient and family questions and feedback, escalating any concerns out of scope to appropriate personnel/management. Books outpatient new and follow up appointments, triaging referrals as Cancels appointments and follows up with patients for rescheduling of visit. Explains test/visit preparations as required within scope of Liaises with internal departments and external regional programs, healthcare facilities and partners to book/cancel tests, appointments, follow up on missing results, etc. Books interpreters for patients as Arranges for transportation for patients as required (e.g. those staying in nursing homes). Notifies appropriate personnel of patient movement, cancellations, appointments and other patient information in a timely and accurate manner.

Clerical Administration and Operation of the Department

Creating and managing Physician booking as Orders requisitions and maintains office/medical supplies; counts and labels inventory as Processes routine financial transactions including unit supply/inventory purchase and charges for services/items not covered by patient's healthcare plan and provides invoice. Liaises with Accounts Receivable as required (TBC). Attend and contribute to unit Complete unit Open, sort and distribute incoming mail and other Takes, prioritizes and relays messages for staff and/or Locates staff, pages healthcare professionals as required.

Scheduling, Timekeeping & Payroll Support Specific Job Duties and Responsibilities

Supporting staff and leadership in into the scheduling and timekeeping system and finding the information Liaising with the assigned Scheduling Clerk(s) to ensure alignment between the unit and the Workforce Management Office (WMO) on staffing. Accessing schedule(s) for the unit as required to address inquiries by staff, leaders, professional staff and

Epic-Specific Job Duties and Responsibilities

Update patient demographics entered in EPIC, ensuring all contact information is current including verification of all telephone numbers and address, family doctor and emergency contacts. Scheduling and coordination of follow-up care appointments for Initiate service task requests in EPIC (e.g. Blood work specimen delivery, stretcher requests) Updating primary care provider (PCP) contact Supports others in Epic with

Other General Duties and Responsibilities (all listed may not be applicable to all units/programs)

Makes reminder phone calls for next day Scans information as Consult follow ups and tracking response times for possible Enters data including appointment Compiling transfer paperwork for receiving hospital /facility. May be required to stock unit carts and/or supply Updating assignment Take minutes at unit Provide support for the Clinical/Team Leader or Charge Orders all government forms for different

Adapts to a dynamic work environment by undertaking cross-functional responsibilities and additional duties in alignment with the job classification, ensuring comprehensive support as needed.

Works in compliance of the

Occupational Health & Safety Act

and its regulations, reporting hazards, deficiencies and contravention's of the Act, in a timely manner.

QUALIFICATIONS

Educational Qualifications

High school diploma or equivalent required; additional education or certifications in healthcare administration is an asset Post-secondary education, such as an associate degree or coursework in healthcare administration or a related field Medical terminology course or equivalent experience preferred.

Professional Experience

Preferred candidates may have 1-2 years of experience in an administrative role Familiarity with healthcare environments including exposure to patient interactions and interdisciplinary clinical teams is advantageous. Experience in a customer service role is desirable, especially if it involved interactions with patients, families, and healthcare professionals.

Skills and Competencies

Proficiency in basic computer applications and familiarity with Customer service-oriented with a friendly and professional Strong time management and organizational Excellent verbal and written communication Team player with the ability to collaborate Detail-oriented with a high level of accuracy in data entry Ability to adapt and handle changing priorities in a dynamic work Equipped to have necessary conversations with patients and

Trillium Health Partners is an equal opportunity employer committed to fostering a healthy, safe and respectful environment for healing, based on our values compassion, excellence and courage. To be Better Together, we commit to fostering a respectful workplace culture that promotes a safe and supportive environment for everyone who provides care, supports caregiving, receives care or visits the hospital.

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code Trillium Health Partners will provide accommodations throughout the recruitment and selection process to applicants with disabilities. If selected to participate in the recruitment and selection process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.

All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.

Trillium Health Partners is identified under the French Language Services Act

We thank all those who apply but only those selected for further consideration will be contacted.