City of Lakes Family Health Team FHT Program Assistant

Job Description

Are you an organized, proactive, and energetic professional with a passion for supporting healthcare delivery? Join the City of Lakes Family Health Team (CoLFHT) as a FHT Program Assistant and play a vital role in helping our interprofessional team deliver high-quality, patient-centered care. This is a dynamic position that blends administrative excellence with hands-on program support, making a real difference in the lives of patients and providers.

The FHT Program Assistant reports directly to the CoLFHT Executive Director in the performance of their duties and responsibilities. This role focuses on supporting the FHT in the delivery of programs and service while providing administrative support for the day-to-day operations of the FHT.

Why Join Us?
CoLFHT delivers comprehensive, team-based primary care designed to support our patients. As a Program Assistant you will be key administrative support in helping our team of clinical providers provide excellent patient centered skill.

This role offers a meaningful opportunity to make a lasting impact in the health and well-being of our community. If you’re ready to bring your administrative talents to a team that’s making a difference, we’d love to hear from you.

Responsibilities:
Program Assistant and Quality Improvement
Support the team in delivering programs and services to patients
Participate, support, and when appropriate lead quality improvement initiatives, programs and services
Work along side and support the team’s Quality Improvement Decision Support Specialist (QIDSS) Lead and QIDSS
Provide feedback to management regarding needs or suggestions for facilitating office efficiency and improved patient and provide experience
Develop tools in the electronic medical record (Telus PS Suite) to support program and service delivery including custom forms, stamps, encounter assistants, toolbars and searches.
Provide support in developing, and implementing digital health tools for patient and provider engagement including Ocean by Cognisant MD, e-referral, secure message, online appointment booking, AI Scribe etc.
Help support and lead the digital health program
Supporting population health programs through digital patient communication
Assist with updating the website, and social media platforms
Support the team in being a main contact to help troubleshoot IT issues and liaise with technical support
Manage new patient waitlists, bookings, and digital communications
Organize program logistics including scheduling, setup, patient enrollment, and follow-up
Support the use of patient experience through the development, implementation, analysis, of our patient experience survey. Help support change ideas identified through the patient experience feedback
Track and report program statistics; assist IHPs with administrative tasks
Receive training, provide testing and oversee the N95 Mask Fitting program
Data Standardization, Collection & Reporting
Assist and complete monthly and quarterly reports submissions to Ontario Health
Assist and complete internal reporting for programs and quality improvement initiatives
Assisting the QIDSS and QIDSS Lead in data standardization and data collection
Contribute to the planning and evaluation of FHT programs and services
Support the development of user-friendly reports
Relief Reception Duties
Providing relief and back-up reception coverage during absences or peak periods. Part of these relief duties include:
Manage a multi-line telephone system at office reception
Manage scheduling of patient appointments for service providers including; Physicians, Nurse Practitioner, and allied health professionals
Completing patient reminder calls as needed
Relay medical information and coordinate referrals and tests as directed by the clinical team
Handle patient correspondence, mail, faxes, and EMR scanning
Physician Assistant duties including bringing the patients into the exam rooms, preparing and stocking exam rooms, weighing patients, etc.
Performs miscellaneous job-related duties as required.
The above duties are representative but are not to be considered all-inclusive
 

What We Offer
A supportive, inclusive, and forward-thinking work environment
A collaborative team culture that fosters learning, innovation and a shared purpose
Opportunities for professional growth, leadership, and continuing education
A chance to make a lasting impact in the Greater Sudbury community
 

Qualifications
Post-secondary education in office administration, medical administration, IT, or a related field
Minimum of two years experience in providing direct patient care or working in a medical office
Effective listening skills, with ability to process information required to appropriately provide service, while recognizing boundaries and confidentiality
Strong communication skills and interpersonal skills
Experience with electronic medical records system is an asset
Bilingual an asset


We are an equal opportunity employer, and we celebrate diversity and are committed to creating an inclusive environment for all employees!