Job Description

NON-UNION | CLINIC CLERICAL ASSISTANT | FT-T | STROKE PREVENTION CLINIC

Position:

Clinic Clerical Assistant

Job Posting: 1413

Status:

Temporary Full Time - approx. 12 months (x1)

Dept:

Regional Stroke Prevention Clinics and Neurology Clinics

Hours of Work/Shifts:

Days, 8-hour shifts | 0830-1630 | [0.8 - shifts]

Site:

Mississauga Hospital

Posted:

May 21, 2025

Internal Deadline:

May 28, 2025

Job Summary:

The Clinic Clerical Assistant provides clerical support for reception; new referrals processing and information management; patient administrative services, ensures the clerical administration and operation of the clinic; and performs other duties consistent with the job classification as required.

:

Reception

Greets patients, visitors and staff, 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 and staff as necessary (including infection prevention and control) Answers the telephone, sends/received faxes, responding to enquiries within scope of authority, or, directing to most appropriate person Takes, prioritizes and relays messages for staff and/or patients. Locates staff, pages healthcare professionals as required Open, sort and distribute incoming mail and other materials

New referrals processing and information management

Receives and logs incoming referrals, reviews for completion, follows up as required Creates and maintains charts. Ensures required forms are received, completed correctly and put into patient file Enters patient information and appointments into required databases, updates with appointment and other medical information Makes reminder phone calls for next day appointments Assists new patients completing required questionnaire, responding to questions within scope of authority Prepares and updates patient charts with lab reports, test results and other pertinent information. Scans and copies chart and other information as required Ensures patient discharged are processed and charts are sent to Health Records

Patient Administrative Services

Books outpatient new and follow up appointments, triaging referrals as appropriate Cancels appointments and follows up with other patients for rescheduling of visit Explains test/visit preparations as required within scope of authority Liaises with internal departments and external healthcare facilities to book/cancel tests, appointments Books interpreters for patients as needed Arranges for transportation for patients as required (eg. those staying in nursing homes). Transcribes and enters physician orders including medication, lab and imaging orders and other patient information into appropriate system Enters data including appointment requests, discharge documentation, nursing acuity/workload assessments as required Notifies appropriate personnel of patient movement, cancellations, appointments and other patient information in a timely and accurate manner

Ensures efficient clerical administration and operation of the department within scope of authority

Prepares clinic lists, identifies orders needed as required Enters and maintains payroll records (include sick and vacation requests) Creating and managing Physician booking, Allied Health grids (calendar management) as required Responds to and prepares written correspondence in reply to requests for patient information from external institutions within scope of authority Request/receives reports from external healthcare facilities as directed Requisitions and maintains office/medical supplies; counts and labels inventory as required. May be required to stock unit carts and/or supply areas 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

Requirements:

THP is committed to internal talent, and therefore priority will be given to internal applicants.


Completion of high school or recognized equivalent is required Completion of a Medical Terminology course is required Experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is required Experience with EPIC is required Minimum 5 years of Clerical experience in ambulatory care. Proficient with EPIC.

To pursue this career opportunity, please visit our website:

www.trilliumhealthpartners.ca

Internal Candidates who believe they possess the necessary qualifications and experience for this position and who have been in their current position for at least six (6) months are encouraged to apply.

Candidates are selected on the basis of their skill, ability, experience and qualifications. Where these factors are relatively equal seniority shall govern providing the successful applicant.

Trillium Health Partners' (THP) is an equal opportunity employer who values the importance of antiracism work and is committed to integrating antiracism, diversity, equity and inclusion best practices throughout THP operations, policies and culture. Therefore, we ask that even if you do not see yourself fully reflected in every job requirement listed on this posting, we still encourage you to reach out and apply. Research has shown that candidates from underrepresented groups often only apply when they feel 100% qualified. We encourage all applicants who are members of groups that have been marginalized on any grounds enumerated under the Ontario Human Rights Code based on race, gender identity or expression, sex, sexual orientation, disability, political belief, religion, marital or family status, age, and/or status as a First Nations, Metis or Inuk/Inuit person to consider this opportunity.

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.