Administrative Assistant - Primary Health Care

About the Opportunity

The Administrative Assistant performs reception duties related to the administration of day-to-day operations of the Clinic including, but not limited to:

• Directing clients/patients as needed
• Assisting patients with forms and healthcare renewals as deemed appropriate
• Maintaining patient bookings, ensuring adequate visit time, and allowing time for urgent visits
• Booking referrals to specialists and physicians and follow-up appointments
• Following up referrals for patient tests/medical visits and ensuring test results are received
• Preparing reports for referrals
• Directing general requests and queries from other departments, clinics and community agencies
• Performing accurate data entry in-house and assisting with data entry from other sites as needed
   

Performs clerical functions related to the administration of day-to-day operations of the Clinic including, but not limited to:

• Processing incoming and outgoing mail, typing, transcribing, filing, processing incoming and outgoing telephone calls, scheduling appointments, faxing, e-mails, data entry, scanning and photocopying
• Preparing material and information for meetings
• Maintaining current patient registry
• Preparing, creating and maintaining both paper and electronic medical records and files
• Maintaining adequate inventory list of equipment and furnishings
• Ensuring equipment is maintained and preventative maintenance schedules are followed
• Maintaining current inventory of office supplies and an adequate inventory of clinical supplies
• Organizing and maintaining shadow billing, records of accounts receivable/payable and communicating accounting discrepancies to the Nurse Practitioner and Physician
• Coordinating, preparing and monitoring time sheets for the primary health care program
• Updating schedule for professional staff
• Preparing monthly statistics and verifying data for evaluation purposes and accuracy;
• Attending meetings as required for the purpose of recording and transcribing minutes and distribution to attending persons, i.e. advisory board meetings

Performs duties related to the Primary Health Care Team including:

• Planning, scheduling, communicating and organizing service functions for the operation of the primary health care service
• Working collaboratively with the Kings and Annapolis Primary Health Care Team and support staff
• Assisting in the preparation and delivery of presentations and activities related to health promotion and disease prevention
• Supporting the Primary Health Care Team in collaboration with the interdisciplinary team and community partners in developing policies for healthy communities
• Supporting the Primary Health Care Team in the implementation and evaluation of health promotion and disease prevention programs and activities
• Coordinating the Information Systems Kings and Annapolis Primary Health Care Team
• Participating in administrative policy, procedure and process development, implementation and evaluation

About You

We would love to hear from you if you have the following:

• Graduate of a recognized Medical Office Assistant Course or equivalent
• Successful completion of a Medical Terminology course required
• Minimum two (2) years’ experience working in an administrative support position required
• Experience in a primary health care environment required
• Proficient with Med Access and Electronic Medical Record (EMR) and experience in problem-solving EMR technical difficulties with Provincial Health Information Management (PHIM)
• Strong leadership, organizational and prioritization skills with demonstrated evidence of critical thinking, problem solving and analysis process ability
• Excellent interpersonal and communication skills (listening, written and oral) with the ability to demonstrate a caring and respectful attitude for people as individuals and to work collaboratively and effectively with others
• Demonstrated outcome oriented by identifying ways to improve work or processes based on results and/or evidence and evidence of innovation and creativity within project work
• Ability to take and transcribe minutes
• Demonstrated ability to work independently with minimal supervision, and to set high performance goals and accept accountability for continuous professional self-development
• Commitment to promoting a culture of respect that supports safety, ethical practices, cultural awareness and organizational health
• Proficient in Microsoft Office, including Word, Access, Excel, Power Point, E-mail and Outlook required, with keyboarding skills of 50 wpm and a maximum error rate of 5% and accurate data entry skills
• Position requires standing, sitting, keyboarding, telephone duties, multitasking, working under pressure to meet deadlines and working flexible hours as necessary 
• Competencies in other languages an asset, French preferred, and ability to work with language agency to deliver care to patients in other languages is considered an asset

Please ensure your resume is up to date and includes all relevant education, experience, training, and certifications.

Hours

• Permanent full-time position; 75 hours bi-weekly 
• Shifts include days and occasional nights and weekends 

Compensation and Benefits

$22.78 - $28.48 Hourly

Successful candidates may be eligible for our benefits package which includes health, dental, travel, long-term disability, and life insurance coverage as well as a defined benefit pension plan.