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Title

Medical/Main Receptionist  

Full-Time/Part-Time Full-Time  
Status 1.0 FTE, 35 hours/week  
Category Primary Health Care  
Open Date 9/15/2020  
Close Date 9/24/2020  
Description

The Medical/Main Receptionist provides reception support to clients and visitors to Carlington CHC. This position provides clerical support services to staff of the Primary Care program and functions as an integral member of the Primary Health Care team by facilitating client access to services in a professional and courteous manner, which promotes the Centre's client-centred approach to service delivery. The Medical/Main Receptionist operates and maintains appointment, chart management and third party billing systems.

Medical Reception Services

  • Opens and closes clinic lines.
  • Responds to incoming calls to Primary Care, taking messages, setting up appointments with practitioners or referring to the nurse or other Primary Care staff as appropriate.
  • Greets incoming clients or visitors, provides accurate information in response to inquiries. Obtains necessary documentation on clients, and enters the data.
  • Maintains a general awareness of the flow of clients and their waiting times, and may prepare clients for their appointments.
  • Completes necessary client registration documentation ensuring entry into the information system, updates charts with new information.
  • Processes requests for prescription renewals.
  • Records verbal reports from labs and x-ray departments (chest x-rays, etc.) and distributes the information to the appropriate provider with chart.
  • Confirms next day appointments as required.
  • Issues taxi chits and bus tickets as needed.
  • Monitors sick call messages and arranges for diagnostic inbox coverage for providers when required- notifies clients with early appointments if cancellations are necessary

General/Main Reception Duties

  • Maintains a general awareness of the flow of clients and their waiting times.
  • Receives incoming faxes and directs to the appropriate staff member; handles in-coming mail, courier and deliveries using proper procedures.
  • Processes out-going documents by postal meter and by courier according to proper procedures.
  • Initiates crisis response procedures when necessary.
  • Ensures the provision of telephone and emergency service during non-working hours by forwarding the telephone line to the auto attendant, retrieving and directing messages to proper voice mailboxes.
  • Maintains public information areas (kiosks, pamphlet racks, bulletin boards).
  • Ensures waiting area is tidy and organized as required.
  • Maintains the main reception photocopier to ensure good working condition by acting as key operator; arranging for maintenance and repair service; instructing staff in correct operation; and troubleshooting as necessary.
  • Schedules room and resources bookings and ensures information for proper set up of rooms is included.
  • Orders office supplies, verifies orders, and distributes/stores as necessary. Processes invoices by sorting, verifying statements and submitting for payment.
  • Maintains an inventory of office supplies for CCHC at reception
  • Monitors the Millennium Learning Centre (MLC) computer area including; ensuring sign in/out, handing out paper for printers, providing minor trouble shooting if required.
  • As directed by the Director of Corporate Services, opens/closes the building, turns on/off lights, deactivates alarms, and conducts inspections for intruders or stragglers.

Clerical and Secretarial Support

  • Opens and distributes incoming mail, addressing outgoing mail, and handles all drop offs and pick-ups.
  • Provides clerical support for PHC staff, including photocopying, faxing, and typing.
  • Maintains and updates client electronic medical records: scans all results, requisitions and correspondences in the appropriate sections of the chart.
  • Maintains waiting area and client flow.
  • Ensures waiting area is tidy and organized as required.
  • May support other PHC staff in the use of medical software on a day-to-day basis.
  • Provides back up support to the Medical Secretary 3 and the MOA upon request.
  • Perform other duties as requested by the MOA or Program Director to maintain an efficient medical clinic.
 
Position Requirements

Education

  • Secondary school diploma.
  • Medical Secretary Certificate or equivalent relevant work experience in a primary care clinic required.
  • Additional training in computer software applications and relevant administrative skills.

Professional experience

  • Three to five years full-time medical reception experience in a primary healthcare setting.
  • Experience with reception and clerical support to health professionals, e.g., maintaining medical files, working reception equipment, booking appointments in a busy environment.
  • Experience in a non-profit, community-based organization
  • Experience and interest in working with multidisciplinary teams of health professionals.

Key Competencies

  • Excellent interpersonal and communication skills, oral and written, in English.
  • Excellent telephone communication skills using a multi-line telephone system.
  • Knowledge of and proficiency in general office procedures and practices; excellent organizational skills.
  • High level of organizational and time management skills in a fast-paced environment. Demonstrated ability to prioritize, to be flexible, and to meet deadlines.
  • Demonstrated ability to model “client-centred” service delivery.
  • Demonstrated ability to work in a diverse, multi-cultural, multi-disciplinary team environment.
  • Demonstrated proficiency in the use of computers and various software applications, including Microsoft Office programs, client database software, and electronic record keeping in a client-service setting

Linguistic Profile

  • This position falls within Carlington CHC’s designation under the French Language Services Act of Ontario.
  • Fluency in English is required.
  • Fluency in French is required at Level (Advanced +) for oral expression/comprehension and Level (Intermediate) for written expression.
  • Fluency in another language relevant to our client population is an asset.

Personal Suitability

  • Sensitivity to the needs of marginalized and diverse clientele.
  • Commitment to health promotion concepts, strategies, and philosophy.
  • Commitment to community-based health care and social services, and strength-based philosophy and practices.

Other

  • Availability to work one regular evening per week, as well as occasional weekends if required.
 
Salary Range $20.32/hour - $24.48/hour  
Reports to Medical Office Administrator  
Position Medical/Main Receptionist  
Post Internal Days 0  
Created By Brittany Bourdon  
Number of Openings 1  
Exempt/Non-Exempt Non-Exempt  
Req Number PRI-20-00014  
Location Carlington CHC  
About the Organization Carlington Community Health Centre is a non-profit organization that puts today's most pressing health care challenges at the heart of their service delivery. We turn to the best professionals and employees to help improve the health and well-being of our community. We build trusting relationships with our clients and deliver quality services through a wide range of health and social services to parents and children, youth and teens, adults, and seniors.

We look to help community members resolve problems and advance concerns in the community by providing organizational support and advocacy assistance to local groups and associations.

Our mission is to improve, support and promote the health and well-being of the people and diverse communities we serve!
 
EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.  
zFull Job Description None Specified 

French Job Description PHC-MR - translation_Tr.docx 


This position is currently not accepting applications.

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