Clinical and Administrative Support – South East Toronto FHT

Clinical and Administrative Support Team Member 1 Full-time Position available at our 840 Coxwell Avenue site South East Toronto Family Health Team South East Toronto Family Health Team (SETFHT) is an Interprofessional Family Health Team (FHT) undergoing exciting development and transformation in ensuring access to quality primary health care to our patients. This academic FHT is affiliated with the University of Toronto and is comprised of a team that includes physicians, medical residents, nurse practitioners, registered nurses, dietitians, social workers, mental health/addictions counsellor, care navigator, physician assistant and chiropodist, all supported by an exceptional administrative and clinical support team. Position Profile The Clinical and Administrative Support position performs clinical and administrative tasks, on a priority basis, that support the daily operations of the South East Toronto Family Health Team (SETFHT), 840 Coxwell & 1871 Danforth Avenue sites. This position provides clerical support to the physicians and Interprofessional Health Care Providers (IHPs) and may also include additional administrative support as determined by the Lead Physician, Executive Director and/or IT/Operation leads of SETFHT. Roles and Responsibilities Incoming Phone Operator
  • Answer all incoming calls.
  • Book appointments.
  • Triage calls.
  • Receive messages and direct to appropriate party.
Check-In Desk
  • Greet the patient in a warm and welcoming manner.
  • Follow infection control screening guidelines.
  • Maintain Pick-up box.
  • Process incoming mail.
  • Check and track phone messages very hour.
Patient Communication Liaison
  • Responsible for checking and acting on all incoming messages.
  • Address items that are marked ASAP and deal with accordingly.
Clinical Assistant
  1. Patient Visit Coordination
  • Greet the patient upon arrival, assess and direct to appropriate areas in SETFHT.
  • Constantly monitor the schedule and ensure patients have arrived.
  • Answers phone during peak times and sets up appointments for patients with appropriate physicians.
2. General Office Duties
  • Perform clerical duties (e.g. photocopies, faxes, e‐mails, pick up/deliver mail) for the team members of SETFHT.
  • Assist with contacting patients with referrals.
  • Assist with patient communications (e.g. writing or organizing letter mail outs, phone calls etc.) as it pertains to quality improvement strategies.
  • Ensure general cleanliness of clinic including waiting room and exam rooms. Support operations of clinic by proactively problem solving and following up when items need to be fixed or cleaned up.
3. Clinical Assistance
  • Set up and maintain examination room (e.g., medical equipment, supplies) and ensures its   cleanliness.
  • Clean, sterilize and maintain medical instruments/equipment.
  • Assist physician (e.g., PAP smears, suturing, ear syringing, liquid nitrogen, blood pressure, height, weight) as needed.
  • Set up for procedures and cleaning up after procedures.
  • Clean instruments (reference instructions in procedure room).
  • Label and prepare the appropriate requisitions for specimens.
Administrative Support, Data Management & Quality Improvement Daily Tasks in order of priority:
  1. Down load and process labs (Min 5X per day)– Record on daily tracking sheet.
  2. Monitor and track outgoing fax terminal – Record on daily tracking sheet.
  3. Document transfer management into patients charts – Record on daily tracking sheet.
  4. Other Tasks:
  • Performs clerical duties (e.g. photocopies, faxes, e‐mails, pick-ups/delivers mail) for the team members of SETFHT.
  • Process chart transfers, track receipt and payment.
  • Process FHO forms and ensure corresponding billing.
  • Billing support – Chasing Health Card numbers
  • Assist with QI items such as preventative screening
  • Assists with patient communications (e.g. organizing letter mail outs, phone calls etc.) as it pertains to quality improvement strategies.
Referral Specialist
  • Process referrals that require “special assistance”.
  • Track outstanding referrals.
  • Keep address book updated with correct referral source information.
Skills, knowledge and job requirements:
  • Completion of Medical Secretary Course (medical terminology, pharmacology).
  • Proficiency in computer applications: Windows, Microsoft Office programs, and email.
  • Experience with clinical management system (CMS), preferably Practice Solutions’ Suite.
  • Exceptional organizational skills.
  • Excellent interpersonal and oral/written communication skills.
  • Strong problem solving skills.
  • Ability to maintain confidentiality and impartiality.
  • Capacity to adapt quickly to a fast paced, dynamic work environment.
  • High degree of accuracy and attention to detail.
  • Ability to work independently and with a team (e.g. ability to work effectively with all members of the health care team).
  • Ability to prioritize, manage time effectively and be flexible in a very active work environment.
  • High level of accuracy and attention to detail.
  • Exercises good judgment.
  • Respect our patients and ALL members of the team.
The above responsibilities are not to be considered all inclusive; the individual may be assigned other related duties in the interest of efficient operations of SETFHT. Hours of Work The hours of work will vary, but will generally be 8 am – 4 pm or 9 am – 5 pm Monday to Friday.  Our clinics are open till 8 pm Monday – Thursday, 8 am – 5 pm Friday, 9 am – 12 pm Saturday and 10 am – 1 pm Sunday.  All support staff rotate through our weekend clinics and the successful candidate will be expected to work some weekend shifts.  Occasionally the successful candidate may be required to cover an evening shift. Although this position is based out of our 840 Coxwell Avenue site, all staff may be moved between this site and our 1871 Danforth Avenue site as required. Compensation is based on experience and will range from $18.00 to $19.50 an hour. Position also includes enrolment into SETFHT’s benefits plan and HOOPP (Healthcare of Ontario Pension Plan). Thank you for your interest in the South East Toronto Family Health Team. Only those candidates selected will be contacted for an interview. No telephone or email inquiries, please. SETFHT supports Employment Equity initiatives and encourages individuals from diverse backgrounds to apply for this position. Applicants should quote Job: Clinical/Administrative Support Contact by: e‐mail only Job Contact Information Human Resources South East Toronto Family Health Team e‐mail: humanresources@setfht.on.ca Please forward cover letter and resume by November 1, 2013