Job Description

PROGRAM SUMMARY: The Health Department, in collaboration with the Tsawout First Nation (TFN) and broader community, is responsible for increasing the capacity and sustainability of the Department and enhance engagement/ownership of the health of the TFN community. The Department develops and implements health programs that incorporate the traditions, values and strengths of the Nation. The Health Department delivers a range of community health programs and health promotion services to the TFN community.POSITION SUMMARY: To perform clinical duties and provide confidential administrative support related to the operation of the health department. This position delivers a high level of service to patients, other health care providers, and stakeholders. The Medical Office Assistant plays a key role interacting with patients, maintaining patient records, and supporting the health team in the efficient delivery of patient care. Additionally, the incumbent must be able to prioritize tasks requiring immediate attention/action by the Health Director or Nurse Practitioner or exercise initiative and discretion, assess situations and recommend solutions.DUTIES AND RESPONSIBILITIES

• Schedules, coordinates, and confirms office appointments, check-ups and physician referrals, consultations, lab and diagnostic tests;
• Greets and check-in clients and ensure quality customer service to clients at all times;
• Maintains strict confidentiality in performing duties;
• Demonstrates compassion, respect and exercises sound judgment and discretion when dealing with sensitive issues;
• Maintains electronic filing systems and client medical records;
• Manages the Nurse Practitioner\'s full schedule, including on-call time, walk-in or urgent-care, meetings or speaking engagements;
• Drafts, edits, keyboards, mails, faxes, and files a variety of documents including notes, correspondence, and consultations;
• Transcribes dictations and notes as required including the preparation of correspondence between physicians, clients and other stakeholders;
• Registers, files, and maintains electronic medical records including update address, phone number, allergies etc. on each visit and ensures patient records are up-to-date and correct;
• Prepares examination rooms, delivers client to rooms, and chaperones clients when required; selects, setup and maintains medical supplies and equipment for all examinations and procedures; and ensure instruments are cleaned and sterilized;
• Completes and processes accurate medical insurance claims, medical billing (as per MSP guidelines), and electronic claims, incorporating correct coding procedures, and reconcile all billings;
• Receives insurance co-pay payments and post amounts paid to client accounts;
• Provides office administration duties, including receiving, logging, sorting, and distributing incoming and outgoing electronic mail, telephone messages, and faxes; answer telephone; and arrange for courier pickup and deliveries;
• Manages stock and re-orders medical and administrative supplies;
• Responds to inquiries from clients and other stakeholders;
• Attends departmental meetings and events as required;
• Monitors areas of responsibility for opportunities for improvement and innovation and works proactively to implement these;
• Attends departmental meetings and events as required;
• Participates in relevant training and workshops identified by the Health Director and/or Nurse Practitioner to enhance program services;
• Presents a professional, positive and helpful attitude at all times when interacting with C&C, co-workers, TFN Membership and stakeholders;
• Promotes a safe work place and ensures that all established safety procedures are followed;
• Carries out other duties essential to the position as directed by the Health Director or Nurse Practitioner.

EDUCATION AND EXPERIENCE

• Medical Office Assistant diploma/certificate required; and
• 2 years Medical Office Assistant experience preferred,
• Experience utilizing and maintaining electronic medical records systems;
• British Columbia Health Care billing experience an asset;
• Medical transcription and terminology experience;
• Experience scheduling and coordinating appointments;
• Experience operating general office equipment such as computers, scanners, faxes, printers, and multi-line phone systems;
• Experience developing and preparing a variety of written reports, spreadsheets, and other documentation independently and from written and verbal instructions with Microsoft Office programs;
• Experience providing, obtaining or following clear, concise and accurate information orally and in writing
• Valid standard first aid and CPR \xe2\x80\x9cC\xe2\x80\x9d certificate an asset;
• Class 5 BC Driver\'s License;
• Vulnerable Sector Criminal Record Check required as a condition of employment.

KNOWLEDGE, SKILLS AND ABILITIES

• Thorough knowledge of medical and pharmaceutical terminology;
• Sound knowledge of routine office practices;
• Advanced verbal and written communication skills including the ability to provide, obtain or follow clear, concise and accurate information orally and in writing (including spelling, grammar, context and structure);
• Superior organizational skills and extremely detail-oriented;
• Broad computer skills including word processing, and data bases to enter and retrieve data and create and edit a variety of correspondence, billing and files; and to conduct research via the internet;
• Ability to exercise discretion and apply mature judgment to make decisions regarding administrative matters, determine appropriate course of action, and solve problems and monitor/evaluate/update own work procedures;
• Ability to deal effectively and efficiently with occasionally aggressive or demanding individuals in order to provide or obtain information to clarify or resolve issues;
• Ability to work independently with limited direction, act on own initiative, set own priorities, and meet tight or changing deadlines;
• Ability to effectively communicate and respond to routine requests or inquiries from clients;
• Ability to display tact, courtesy, and discretion at all times;
• Ability to foster and maintain positive working relationships with colleagues, clients, and external contacts.

Personal AttributesThe MOA maintains strict confidentiality in performing their duties and demonstrates the following personal attributes: Respect, Empathy, Strength, Pride and Equality

Tsawout First Nation