The primary role of the Clerical Assistant in an In-Patient Area is to provide administrative and clerical support to the daily operations of the unit. The scope of the position requires proficient skills related to customer service, communication and computer technology. The Clerical Assistant interacts with internal and external health care providers, staff, patients, families, and administration to provide fair, timely and equitable patient access to services.
Provide a broad range of secretarial and clerical support to the daily operations of a specific department
Provide excellent customer service – first contact by phone, in person and electronically for patients, staff and visitors; answers and forwards messages, facilitates pages to physicians/consult service providers, manages flow of patients/clients/visitors in a customer focused manner
Coordinate timing and record keeping relating to patient admission, discharges, transfers and tests, maintaining patient charts (e.g., standardized packages, thinning, team labels, names, file old charts upon discharge)
Arrange and coordinate appointments and meetings as necessary e.g., arranges for follow-up outpatient appointments at discharge
Collaborate with patient care team (physicians, nurses, clinical assistants, allied health, USWs) to support patient care flow, family visiting or other unit/department coordination processes
Manages requests in a timely manner, based on priority
Organize transfers, services and equipment for the unit e.g., ambulance transfers, porter, requests for maintenance of unit supplies and equipment and keep log of equipment sent out e.g., to Engineering, coordinate with consult services and portable diagnostics
Review, order and/or pick up supplies and equipment and maintain inventory, with oversight from CLM or designate
Update hospital bed management system and unit patient boards
Updates infection control patient status and related signage
Creation and maintenance of patient files
Providing basic office management and organization, maintaining an updated inventory or supplies and equipment
Overseeing of accounts receivable and payable functions for the unit
Responsible for scheduling staff and coordinating staffing with NRT as required.
Completes other duties and special projects as assigned
Graduate of a recognized Office Administration program or equivalent
Requires a Medical Terminology Certificate
Previous in-patient clerical experience preferred
Must be proficient in Microsoft Word, Excel, PowerPoint, Outlook
Previous Payroll experience preferred.
Communicate clearly and fluently in English
Excellent interpersonal and communication skills
Good judgment and discretion
Work well under pressure
Highly organized and efficient time manager
Must be able to prioritize and multitask
Shifts are subject to change based on departmental needs.
New jobs (St. Michael's Hospital)
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