Share Email Opening Title Client Appointment Scheduler  Category Administrative and Clerical   Req Number ADM-18-00006   Open Date 3/14/2018   Number of Openings 1   Department Appointment Services  Work type Casual  Grade Grade 3 ($22.11/hr to $26.42/hr)  FTE -  Posting Close Date 03/23/2018  Description The Appointment Services Scheduler is a member of the central scheduling team. The scheduling team is a central resource for information related to processing referrals, scheduling clinic appointments and interpreter bookings to support appointments. The team also engages in process improvement and quality initiatives that support the organizational direction, strategic goals and objectives and enhances the client and family experience. Responsibilities: Client centered relations Excellent communication skills with clients, families, colleagues, clinical care teams, staff and visitors Active listening & critical thinking skills Ability to follow standardized processes and to recognize non-standard practices Accountable for workload while working closely as a supportive team member Strong ability to multi-task and be easily adaptable to new tasks and situations Supportive of each team member Referral Processing: Reviews and processes all new and updated external referrals Enters referral data / waitlist information into Meditech Information System Oversees and monitors referral process from receipt of referral to first booked appointment (includes pending, redirected and cancelled referrals) Sends out acknowledgement letters to clients and referring physicians Processes all referrals to clinics, physicians and professional health disciplines Scheduling Client Appointments: Maintains ongoing communication with clinical teams and clients / families regarding coordination of appointments Schedules new, cancelled, rebooked and follow up appointments in Meditech Information System Responds to all inquiries related to client appointments, both in person and on the telephone Updates system with changes as directed Pre-registers clients in advance of first booked appointment Enters waitlist data into the Admissions module Greets, registers and provides directions to clients attending on-site appointments Registers clients attending after hours or off-site appointments Verifies and updates client information in the Admissions module Maintains ongoing communication with clinical teams and the Finance Department Responds to requests for information and processes information packages Prepares acceptance letters and information packages for parents/clients/guardians Maintains a computerized admission schedule for future admissions Maintains bed management / reservation software module in Meditech Maintains a computerized wait list for admissions Coordinates admissions with Intake/Discharge Coordinator Registers all admissions to the facility Verifies and updates client information in the Admissions module Prepares updates documentation/manuals for new and existing clinics as directed Conducts quality assurance audits Hours of work are 7.5 per day but may change from 8:00 – 4:00am to 8:30 – 4:30 as required for coverage Communicates in a timely and effective manner Participates in quality improvement initiatives, supports the maintenance of a safe and healthy work environment and advances a culture of client/patient safety through work and daily practices Other duties as assigned Qualifications Community College diploma – Medical Office Administration required Previous Meditech software scheduling experience an asset Minimum two years administrative experience in a health care environment Special Skills Superior verbal, written and listening communication skills Strong ability to communicate, promote and provide information about our various services Excellent coordination and time-management skills Tact, diplomacy, a professional demeanor and willingness to assist others Discretion with regards to security and confidentiality of information Proficiency with Microsoft Office Suite applications Strong problem solving, customer relations, telephone etiquette and organizational skills Ability to work in an area with a high volume of work, frequent interruptions & noise Strong verbal and written communication skills in the English language Demonstrated ability to work effectively in both a team environment & independently Willingness to work collaboratively with others Proven Intermediate computer knowledge of MS Office programs, Electronic File Management, Meditech Proficient keyboarding skills, minimum of 55 words per minute   About the Organization Holland Bloorview Kids Rehabilitation Hospital creates a world of possibility by supporting children and youth with disabilities, medical complexity, illness and injury. All of our work is guided by our strategic plan, Transformative Care, Inclusive World: Holland Bloorview 2030. The plan: https://strategicplan.hollandbloorview.ca/ To get a glimpse as to who Holland Bloorview is, we invite you to watch the Dear Everybody, This is Holland Bloorview video. Video: https://www.youtube.com/watch?v=kbp-WhflXXo&feature=youtu.be Holland Bloorview is committed to fostering a climate of inclusion, diversity, equity accessibility, and anti-racism (IDEAA). This commitment is central to, and mutually supportive of, our research excellence mandate. We welcome and respect the diversity of all members of our community and we seek to create an inclusive culture for our clients, families, research scientists, staff, participants, trainees, volunteers, trustees, and partners. To help in our journey towards fully reflecting the communities we partner with, we welcome and encourage applications from Black individuals and other racialized persons, Indigenous Peoples, women, persons with disabilities, LGBTQI2SA+ persons, and others who may contribute to further diversification of ideas within our community. Holland Bloorview is committed to fair assessment of a candidate's abilities, and consideration for diversity of thought, method, and experience, including non-traditional career paths. In accordance with the Accessibility for Ontarians with Disabilities Act, accommodation will be provided throughout the recruitment process to applicants with disabilities. Please notify us of any accommodations that you require by contacting humanresources@hollandbloorview.ca or 416-425-6220.   This position is currently not accepting applications. 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