Job Description

• JOB POSTING *

Position: MEDICAL OFFICE ASSISTANT
Department: Indigenous-led Mobile Healthcare Clinic
Site: Aboriginal Health & Wellness Centre of Winnipeg, Inc. (AHWC) in the Neeginan Centre
Address: 181 Higgins Avenue
Reports to: Director of Mobile Healthcare Clinic
Status: 0.6-0.8 FTE (Hiring 2 staff to work 3-4 days/week)
Hours of Operation: 11AM-7PM Tuesday - Friday; Saturday\'s 9AM-4:30PM
Union: Manitoba Association of Healthcare Professionals (MAHCP)
Salary: 22.29, 22.74, 23.19, 23.65, 24.127, 24.13
Date: Immediately - March 31, 2025 (with the possibility of extension)JOB OVERVIEWThe Mobile Healthcare Clinic offers a point of access into the health system specifically for vulnerable and unsheltered community members, who otherwise experience inequitable healthcare access. Travelling and parking near encampments, shelters, and bridges where the need is greatest, offering immediate and ongoing primary care treatment and prevention, is the purpose of the mobile clinic.The Medical Office Assistant (MOA) for the Mobile Healthcare Clinic will provide reception, clinical, and administrative duties to meet the high demands of the day-to-day operations within the specialized area of mobile addictions, mental health, and primary care medicine. The MOA supports the healthcare clinical team while remaining on site at AHWC.The MOA should demonstrate an understanding of and respect for the histories, traditions, and cultures of Indigenous peoples, inclusive of First Nation, M\xc3\xa9tis, and Inuit Communities and Nations, including an understanding of the importance of decolonizing healthcare systems and spaces.RESPONSIBILITIES AND DUTIES

• Welcomes and supports all Indigenous - First Nation, Inuit, and M\xc3\xa9tis - and non-Indigenous community members entering AHWC / RAAM Clinic, including people who identify as part of the 2SLGBTQIA+ community and persons who live with disabilities; sees to their immediate comfort
• Nurtures a judgement-free, shame-free environment, focused on harm-reduction and the journey of healing that the individual has defined for themselves
• Emphasizes culturally sensitive, culturally relevant, person-centered care
• Possesses knowledge of social issues such as poverty, homelessness, food insecurity, substance use, mental health/illness, racism, and other challenges faced by Indigenous populations in Winnipeg

Reception Duties

• Provide reception services for staff, clients and general public including greeting clients/staff/public,

completing registrations, scheduling of appointments and follow-up appointments, processing payments and refunds, etc.

• Answer telephone and direct calls as appropriate
• Provide office support as assigned in a professional manner
• Provides reception function for community members, service providers, and interdisciplinary team
• Manages/confirms appointments and schedules, including: Cancels appointments when a provider is unable to be present; telephones or writes to community members who require an appointment reminder; and directs individuals to the appropriate member of the

Mobile Healthcare Clinic team

• Captures and/or verifies demographic information as part of the registration process, including asking community members to self-identify
• Manages mail and deliveries sent or received
• Maintains printers, copiers, supplies, incoming faxes, and scans
• Participate in regular office procedures including photocopying, faxing information, answering

information requestsClinical Duties

• Oversee daily results management in document queue processes including implement results management for Urine Drug Screen (UDS)
• Manage the workflow lab and reconciliation processes
• Enters urgency/priority lab results\' status for individuals
• Prints and distributes daily appointment schedules for providers
• Prints labels for specimen collection, if needed
• Be aware of patient\'s physical or mental wellbeing whether social, emotional, psychological, or physical while in the waiting room

Administrative Duties

• Maintain supply chain management for all medical supplies and general medication stock using KanBan
• Maintain supply chain for all office supplies
• Coordinates agency-wide messaging via email correspondence pertaining to Mobile Healthcare Clinic updates
• Coordinates healthcare clinic vehicle routine maintenance
• Responsible for annual medical equipment calibration
• Mail services including accepting mail at the front desk, sorting, sending, and distributing.
• Participate in special projects as assigned (e.g., this could include special events organization; compile information for monthly or annual reports)
• Maintain filing systems and database record management
• Accessing records in the database and ensure accuracy
• Track employee attendance
• Support staff and physician by-weekly timesheet tracking and invoicing
• Participate, as requested, on committees, team or work groups at a local or provincial level. Take
• minutes/notes on committees or at meetings.
• Support and follow all Mobile Healthcare Clinic policies and procedures
• Demonstrate a strong commitment to personal and professional ethics, integrity and responsibility
• Collects and has access to Personal Health Information (PHI) and must follow Manitoba and/or Shared Health Inc\'s staff instructions respecting security, use, storage and destruction of PHI
• Attends and arranges staff meetings, as requested
• Performs data collection and entry
• Supports monthly and quarterly quality assurance audits, as per Director\'s discretion
• Assists in response to emergencies by being familiar with the fire plan, emergency procedures, safety protocols, and location of emergency equipment, etc.
• Works in collaboration with Director of the Mobile Healthcare Clinic and reports operational issues as advised
• Completes other duties that may be assigned (be a \'Helper\') when required as part of the Mobile Healthcare Clinic team, not exceeding stated skills and capabilities

ESSENTIAL SKILLS

• Ability to work well under pressure and in high stress situations
• Oral and written communication skills
• Demonstrate knowledge and experience maintaining medical records and filing systems, as well as processing personal health information
• Working knowledge of electronic medical records (EMR) preferred
• Keyboarding skills 30-50 wpm required
• Knowledge of medical terminology required
• Working knowledge of computer software required
• Ability to work in an interdisciplinary team

DECISION MAKING

• Ability to distinguish between circumstances in which decisions can be made independently and those where consultation is needed
• Ability to determine the best recommendations to make when approached for advice or resources
• Decisions regarding how to obtain evidence-based information to make informed recommendations when necessary

QUALIFICATIONS

• Successful completion of Attestation of Collegial Studies (AEC), Business and/or Unit Clerk Course, and/or a Medical Office Assistant Course required
• 2 years or more of experience working in healthcare and or a similar environment
• An equivalent combination of education and/or experience deemed acceptable by AHWC
• Cognizant and respectful of the diversity of Indigenous cultures, languages and traditions

PHYSICAL AND EMOTIONAL DEMANDS OF THE JOB

• Days, evenings, and weekend shifts
• Must be able to function effectively in a fast-moving environment with frequent interruptions
• Must be able to lift up to 30lbs daily
• Should have good coping skills and stress management

LICENSES, REGISTRATIONS

• Class 5 license

All positions are subject to Criminal Record and Child Abuse Registry checks. Applicants may be required to undergo testing to determine the knowledge, skill, and ability required for position.AHWC is committed to equity and inclusion and is on an earnest journey to increase responsiveness to Indigenous peoples by promoting a workforce that is representative of the communities we serve. We encourage applications from Indigenous persons, those with personal and/or familial lived experience, and members of equity-seeking groups. Qualified applicants are encouraged to self-declare in their application.CLOSING DATE FOR APPLICATION: June 17, 2024, or when position is filled
Please submit cover letter, resume, and three work related references to:
Laiza at lpacheco@ahwc.ca

Winnipeg Regional Health Authority