Position Title: Office Assistant for the Wellness Centre
To provide coverage for the Wellness Centre front desk staff.
This is a 10 month part time position at approximately 30 hours per week.
Duties & Responsibilities
1. General office responsibilities:
Answer the phone and check voice messages
Distribute daily mail and forward faxes to staff
Ensure the waiting room is tidy and office disinfected
2. Medical responsibilities:
General medical responsibilities:
Appointments with the doctors are booked according to the time needed, noting what the patient wants to be seen for. New patients complete the information portion of the doctor’s chart and that information then must be entered into Osler. Specimens must be labelled, requisitions completed, and at the end of the day, collected for lab pick up. Examining rooms need to be cleaned after every patient. Patient charts need to be maintained with up-to-date personal and medical information and filed daily.
In order to enable the doctors to do their job, patient charts need to be pulled and prepared each day. New lab work and diagnostic imaging must be obtained and often medical records from other doctors or hospitals need to be obtained. Examining rooms need to be maintained with adequate supplies.
For best patient care, diagnostic imaging or specialist appointments are often required. When these appointments are received, patients are informed by email and a reminder is put in the office manager’s calendar one work day prior to the appointment at which time a reminder email is sent to the patient. Patients are also phoned or emailed if a follow-up appointment with the Wellness Centre doctor is needed. For patient assistance, up-to-date information on off-site care, first aid classes, travel clinics, dentists, physiotherapists and chiropractors is available; specific information sheets are also copied for patients.
3. Nurse assistance:
Book nurse’s appointments noting what they are for.
Check that all the nurse’s patients are in Osler and if not, ensure patient gives info and this info is entered prior to the appointment.
Complete blood requisitions, print needed number of specimen labels and assist nurse with patients when needed.
If services aren’t covered by insurance, ensure payment and receipt.
4. Counselling responsibilities:
Maintaining counselling services. Duties include receiving intakes, making client files, daily billing, booking appointments with clinical counsellors and assisting in collections.
5. Medical Insurance
Assist in BC Medical Service Plan and interim insurance application processing.
Process Interim Insurance repayment of bills.
Note: Duties and responsibilities that do not constitute a major change may be added, deleted or changed at any time at the discretion of the supervisor either orally or in writing.
Servant-leader way of life: Responsible for acting in a manner that exemplifies Jesus Christ in all on and off campus contacts thereby living out the servant leadership mission of the university and contributing effectively towards achieving the institutional and Kingdom goals of the organization.
Received: Office Manager for the Wellness Centre
Job Standards & Requirements
Education: Grade 12 required
Experience: 3 years office experience required; medical office experience an asset
Competent with Outlook, Word and Excel.
Grammatically correct word processing at 40 WPM.
Knowledge of Osler – a medical billing and electronic record program – an asset.
To put people at ease with handling personal information in a professional, confidential and caring manner.
To triage needs to the most suitable service provider.
To be flexible and problem solve in the face of unexpected events in a calm and efficient manner.
It is essential to be accurate and complete in all tasks as you are dealing with people’s emotional and physical well-being.
It is essential to multi-task and prioritizes responsibilities and handle pressure in a very busy and challenging environment.
It is essential to communicate thoroughly and clearly because this is a job share situation.
Equipment Used: computer, photocopier, fax machine and phone.