Kincardine Family Health Team Administrative Assistant

Job Description

- 0.9 FTE (Full Time Equivalent)
o 31.5 hours/week (Monday-Friday)
o Primary locations of work:
 Bumstead Medical Clinic, 206106 Highway 26, Meaford ON
 Dr. Nathalie Sauriol’s office, 89 Cook Street, Meaford ON
 Blue Mountains Community Health Centre, 78 King Street East, Thornbury ON
 Flesherton Family Practice, 6 Alice Street, Flesherton, ON

The Kincardine Family Health Team (KFHT) is a group of allied healthcare professionals with a mission to provide comprehensive patient care utilizing an interdisciplinary approach that is responsive to the needs of the community.

We are seeking an experienced and qualified individual to join our team in the role of Administrative Assistant, supporting the Meaford Thornbury Family Health Organization (MTFHO) sites, and reporting to the Executive Director and Clinical Lead of the KFHT.

Roles and Responsibilities:

- Maintain the flow of the office:
o Checking in patients, answering phones, checking voicemail, in-person queries, managing referrals and faxes, booking appointments, and assisting patients with system navigation and accessing appropriate health resources.
o Handle all correspondence, including telephone, email, fax and mail.
o Provide administrative support and perform clerical duties.
o Scan, fax and / or mail documents as required.
o Schedule and confirm patient appointments / tests / follow-ups.
o Manage referrals.
o Chart patient related activities in electronic medical record, as appropriate.
o Share information collected from patients with the appropriate medical team members.
o Tidying, light cleaning, disinfecting as required.
o Monitor inventory of medical supplies and materials and order as required.
o Make recommendations for policy and / or procedure improvements.
o Participate in Team Meetings as needed.
o Assist in the management of waitlist for patients needing a primary care provider and with administration of the unattached patient program.
o Other duties as assigned.
- Administrative duties including:
o Liaise with Electronic Medical Record (EMR) provider to troubleshoot problems and support updates.
o Assist the Executive Director and Clinical Lead with administrative and operational tasks as assigned.
o Prepare reports for Executive Director and Clinical Lead.
o Coordinate meetings, interviews, and organizational events.
o Manage Human Resources related to Family Health Team staffing for Meaford/Thornbury/Markdale sites.
o Liaise with Interdisciplinary Team, MTFHO physicians, and community partners.
o Meet with Executive Director and Clinical Lead to review and make any necessary revisions to policies and procedures.
o Assist with data collection for programs and services.
o Assist with maintaining human resource records.
o Assist with tasks related to recruitment, hiring and on-boarding new staff.
o Assist Financial Administrator with procurement and purchasing processes for office and medical supplies.
o Assist with the gathering of information for monthly and quarterly reports for the Board of Directors and Ontario Health.
o Maintain confidentiality according to KFHT policies and Personal Health Information Protection Act (PHIPA).

Specific Job Requirements

- Proficient in use of computers (Microsoft Office, videoconferencing platforms) and other office equipment.
- Electronic Medical Record experience is an asset.
- Working knowledge of medical terminology.

Education and Experience:
- Post-secondary education in a health or office administration related field preferred.
- 5 years of experience in a similar role, preferably in a health care setting preferred.
- Previous experience in handling confidential or sensitive information
- Able to maintain filing systems and basic databases.
- Able to manage time efficiently and prioritize multiple tasks.
- Strong interpersonal skills.
- Valid Ontario Driver’s License and access to a reliable vehicle.

Benefits:
- The Kincardine Family Health Team offers extended health benefits, participation in a pension plan (HOOPP), paid time off, and education allowance.

Compensation: $27.36/hour - $29.66/hour