Job Description

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Job Title:

Foundry Medical Office Assistant

Program:

Foundry Terrace operated by TDCSS

Reports to:

Associate Director of Specialized Services

Job Summary:

Foundry is removing barriers and increasing access to health and wellness services for young people ages 12-24 and their caregivers through a network of youth-friendly centers across British Columbia and online. By offering integrated mental health care, substance use services, physical and sexual health care, youth and family peer support and social services, Foundry makes it easier for young people to find support in their communities. Online resources and first-of-its-kind virtual care further broaden Foundry's reach.

Foundry Terrace is not a typical healthcare site, and this is not your typical MOA position. The Foundry MOA is a dynamic, personable individual who performs medical office assistant duties in addition to other support functions for a multi-disciplinary team. This individual is the face of Foundry in Terrace and the first to greet youth, in a space where young people come to connect with peers, explore creative expression, learn together, and eat together in addition to accessing formal medical, mental health and social services.

Working on the traditional territories of the Kitsumkalum and Kitselas First Nations, the MOA promotes a welcoming, professional, and culturally safe low-barrier environment for young people, their families, visitors, and staff.

Job Responsibilities:

Welcomes and provides, in office, by telephone, and by email, general and current information to clients, and the community regarding Foundry programs and other community resources. Refers inquiries as appropriate and following protocols for obtaining assistance in an emergency/crisis situation. Demonstrates empathy, openness, and sensitivity to all clients to assist them in feeling safe and supported within the Foundry center. Maintains an attractive and welcoming environment in the waiting and reception areas. Assists with clinic and program activities by booking appointments, checking appointment lists, notifying clients of appointments, assembling and obtaining relevant client information, filling out laboratory requisitions, booking tests, and ensuring sufficient clinical, stationary, and client literature supplies are on hand. Schedules appointments, arranges meetings, and manages room bookings. Manages the telephones and answering system, including adding or modifying users and mailboxes. Receives intake referrals, completes documentation required for admission, and enters client information into the applicable clinical information/admitting system or client scheduling system; makes up charts from intake information. Enters consultation information such as diagnosis, tests ordered, test results, etc, into the database to ensure client records are up to date. Registers patients using Electronic Medical Record and other data collection software. Ensures all patient demographics are up to date whenever they register to be seen Ensures that highlighted "tasks" on patient charts at registration are dealt with if directed to the MOA (eg: ?fill out mental health questionnaires listed at next appointment before seen by physician or NP) Ensures patient flow during clinic operation Notifies patients about specialist appointments or imaging appointments, or the need to return to clinic Maintains and updates confidential files and filing systems. Performs secretarial duties for clinic staff such as screening and prioritizing incoming clinic mail, maintaining appointment schedules, arranging meetings and participating in, meetings as required, prepares agendas and handouts, takes minutes, word processes and distributes minutes, or notes of meetings, and composes correspondence in accordance with established procedures. Also completes photo copying, faxing etc as needed. Provides word processing and typing support with regard to confidential materials, routine correspondence, meeting minutes, forms, etc. Required to use other related application software, computer and printer equipment, facsimile equipment, paper shredder, etc. Produces a variety of letters, memos, consultation reports, progress notes, agendas etc. from draft or verbal instruction using standard desktop word-processing, spreadsheet and presentation software at an intermediate level, obtains signatures, and distributes and files documents Compiles statistical information such as number of client visits, types of diagnosis, number of follow up visits, enters in spreadsheets, and prints monthly reports. Assists leadership by providing inputin the development and interpretation of administrative policies/procedures/processes and related documents. Updates manuals by word processing new policies and procedures and adding or replacing information in manuals as directed and/or drafts procedures for review and approval. Maintains levels of general office and clinic supplies and ensures equipment maintenance by methods such as troubleshooting office equipment problems, monitoring inventory levels, identifying requirements and/or receiving and processing requests for maintenance, ordering and/or completing requisitions as per established procedures, checking goods received with packing slips to verify order received, documenting, distributing and storing shipments. Delivers and disposes of supplies, biologicals, materials, and equipment by performing duties such as packaging, making arrangements for pickup and delivery, and transporting. Provides support in clinical settings by performing duties such as setting up and dismantling rooms and calibrating and cleaning equipment such as scales and glucometers. Cleans and sterilizes medical/clinic equipment and instruments in accordance with established procedures by performing duties such as preparing and changing solutions, washing and drying instruments, preparing and wrapping instruments and dressings for autoclaving, and operating and cleaning autoclave machines. Assists staff with maintaining orderliness of work areas. Arranges building maintenance and cleaning including liaising with janitorial/maintenance staff, arranging external/internal maintenance, recommending and overseeing minor modifications/renovations to the worksite and participating in space planning and space utilization, as per established policies and procedures. Provides support to new staff by providing an informal overview of work area, advising staff of office procedures, and demonstrating use of various equipment. May perform runner duties including pregnancy tests, urine dips when needed. Ensures all specimens are labelled and that their requisitions are properly completed. Performs autoclaving if needed. Submits MSP Billing and prepares sessional invoices. Take and record client vitals including blood pressure, weight, and height. Maintain confidentiality and uphold privacy standards. Performs other related duties as deemed necessary and/or required by leadership.

Hours

35-40 hours per week

FULL-TIME

WEEKLY

Shifts

Monday to Friday from 9 am to 5:00 pm, or 10:00 am to 6:00 pm. Must be willing to be flexible.

Start Date

: ASAP

QUALIFICATIONS

Completion of Grade 12 MOA certification from a recognized institution Three (3) years recent related experience, including experience working in a medical practice. Related experience may include administrative or clerical work. Or an equivalent combination of education, training, and experience. Proficiency in EMR systems and Microsoft Office Suite. Experience in taking and recording vital signs.
Criminal Records Check Must maintain a satisfactory criminal records check

Other skills and abilities

Knowledge of the principles and practices of medical office management Knowledge of medical terminology Demonstrated level of cultural sensitivity and understanding of the client population's cultural and socio-economic characteristics. Demonstrated ability to interact with vulnerable populations, including youth, in an empathetic and professional manner. Demonstrated ability to work constructively and co-operatively in an office setting both independently and as a team member. Ability to communicate effectively in writing; strong language and grammatical skills. This includes the ability to compose routine correspondence and other material, using clear, concise English. Knowledge of MSP billing processes and medical office software. Excellent listening, communication, and interpersonal skills. Ability to use strong discernment, tact, and discretion. Ability to effectively organize, prioritize, and execute work to meet deadlines Ability to deal effectively, both in person or over the phone, with individuals who are sometimes agitated, angry, and/or threatening. Ability to work outside regular office hours including evenings and weekends. Advanced skills using a variety of computerized software packages such as Microsoft Office Suite Ability to type at 50 WPM
Pay and Benefits will be in accordance with the TDCSS Contract of Employment and will include:

Pay:

Starting from $27/hr to $30/hr

Benefits:

To begin after three months of employment or equivalent hours worked.

Benefits include: medical, dental, extended health, MPP (Municipal Pension Plan)

TDCSS is an equal opportunity employer.

All qualified applicants are encouraged to apply, however, only shortlisted applicants will be contacted.

This position is open to applicants of all genders

All applications must include: Cover Letter, Resume, and three work references

Job Type: Full-time

Pay: $27.00-$30.00 per hour

Benefits:

Company pension Dental care Employee assistance program Extended health care On-site parking Paid time off Vision care
Work Location: In person