Clinic Support Assistant

Salary

The salary range for this position is CAD $30.55/Hr. - CAD $32.39/Hr.

Job Accuracy Posting Flag

The hours of work, including start and stop times, days off, work area and work site may be subject to change consistent with operations requirements and applicable provisions of the Collective Agreement and statutes. **Testing may be required. ***A criminal record check may be required

Summary

At Foundry Vancouver Granville Clinic, you'll be at the heart of creating a welcoming, organized, and client-focused healthcare experience. Reporting to the Patient Care Manager (or designate), the Clinic Support Assistant plays a vital role in supporting the delivery of high-quality, patient-, client-, and family-centred care while fostering a safe, respectful, and inclusive environment for patients, families, visitors, and staff.

In this dynamic role, you will provide a broad range of administrative, reception, and clerical support services, including coordinating appointments, processing intake referrals, responding to inquiries, maintaining calendars, and managing client records and filing systems. You will also prepare reports, correspondence, and other documentation using Microsoft Office applications, support clinic administrative processes, monitor and order supplies, and assist with maintaining clinic equipment and workspaces.

What You Bring

QUALIFICATIONS:

Education, Training, and Experience

• Grade 12, medical office assistant course from a recognized institution plus three (3) years’ recent, related experience, or an equivalent combination of education, training and experience.

Skills and Abilities

• Knowledge of the principles and practices of office and community clinic management.
• Knowledge of medical terminology.
• Ability to operate related equipment and proven word processing skills, ability to create and work with spreadsheets, Microsoft Office documents and software, electronic medical records software and clinical databases.
• Ability to type 40 wpm.
• Business writing skills.
• Ability to maintain effective working relationships with employees, clients/patients, other service providers and the general public.
• Ability to explain clinical contracts, clinic procedures and regulations, to maintain confidentiality and to communicate effectively both verbally and in writing.
• Ability to work under pressure, to multi-task, to problem-solve, to take initiative, to anticipate potential problems/conflicts and take appropriate actions, to organize and prioritize workload and meet deadlines.
• Ability to supervise the maintenance of complex clinical records and to prepare statistics/narrative reports from the records.
• Ability to work as part of a team and to participate in meetings.
• Ability to work independently and in cooperation with others.
• Knowledge of nursing equipment.
• Physical ability to carry out the duties of the position.

What We Offer

• A competitive salary: $30.55/Hr. - 32.39/Hr.
• Growth opportunities:We welcome individuals at all stages of their career, offering opportunities for professional development and growth.
• Inclusive culture: We respect the diversity, dignity and interdependence of all persons. We value the cultural richness that our diverse workforce brings to the care of our equally diverse population of patients and residents.  

Your Day to Day:

• Performs administrative duties for clinic staff such as screening and prioritizing incoming clinic mail, maintaining appointment schedules, arranging meetings and participating in, meetings as required, prepares agendas and handouts, takes minutes, word processes and distributes minutes, or notes of meetings, and composes correspondence in accordance with established procedures.
• Assists with clinic and program activities by booking appointments, checking appointment lists, notifying clients of appointments, assembling and obtaining relevant client information, filling out laboratory requisitions, booking tests, and ensuring sufficient clinical, stationary, and client literature supplies are on hand.
• Responds to calls/answers inquiries regarding routine program information, relaying phone messages to staff, and greeting clients in waiting area.
• Receives intake referrals, completes documentation required for admission, and enters client information into the applicable clinical information/admitting system or client scheduling system; makes up charts from intake information. Enters consultation information such as diagnosis, tests ordered, test results etc, into the database to ensure client records are up to date.
• Produces a variety of letters, memos, consultation reports, progress notes, agendas etc. from draft or verbal instruction using standard desktop word-processing, spreadsheet and presentation software at an intermediate level, obtains signatures, and distributes and files documents.
• Compiles statistical information such as number of client visits, types of diagnosis, number of follow up visits, enters in spreadsheets, and prints monthly reports.
• Answers routine inquiries about services, advises callers of services in the community and refers inquiries as appropriate and following protocols for obtaining assistance in an emergency/crisis situation.
• Assists Supervisor/Coordinator by providing input in the development and interpretation of administrative policies/procedures/processes and related documents. Updates manuals by word processing new policies and procedures and adding or replacing information in manuals as directed and/or drafts procedures for review and approval.
• Authorizes expenditures within a set limit, maintains/balances petty cash account and processes associated billings.
• Maintains client files by preparing, assembling and labelling charts, placing required documentation on charts, and checking to ensure information in chart is complete. Follows up on missing information and archives inactive files.
• Maintains levels of general office and clinic supplies and ensures equipment maintenance by methods such as troubleshooting office equipment problems, monitoring clinical supply inventory levels, identifying requirements and/or receiving and processing requests for maintenance, ordering and/or completing requisitions as per established procedures, checking goods received with packing slips to verify order received, documenting, distributing and storing shipments.
• Provides support in clinical settings by performing duties such as setting up and dismantling rooms, and calibrating and cleaning equipment such as scales and glucometers.
• Delivers and disposes of supplies, biologicals, materials, and equipment by performing duties such as packaging, making arrangements for pickup and delivery, and transporting.
• Prepares nursing outreach and PPC supplies by stocking with medical supplies, dressings, and equipment.
• Receives payments, issues receipts, processes mileage requests and other expenses and reconciles and forwards as per established procedures.
• Arranges building maintenance and cleaning including liaising with janitorial/maintenance staff, arranging external/internal maintenance, recommending and overseeing minor modifications/renovations to the worksite and participating in space planning and space utilization, as per established policies and procedures.
• Performs a variety of clerical functions such as arranging for couriers, calling taxis and/or handing out vouchers for clients, filing, photocopying and faxing.
• Provides new staff by providing an informal overview of work area, advising staff of office procedures, and demonstrating use of various equipment.
• Provides direction to volunteers, and monitors and assists as required.
• Performs other related duties are assigned.

Who We Are:

Providence Health Care is one of the largest faith-based health care organizations in Canada. For the people at Providence, living our Mission, Vision and Values means providing British Columbians with compassionate, socially just, exceptional and innovative care every day.

From our humble roots 129 years ago, Providence has grown into globally renowned research, teaching, and care organization. As individuals within a mission-driven organization, we choose to be part of Providence Health Care because we value the organization’s long commitment to social justice and compassionate care, and its commitment to the process of Truth and Reconciliation with Indigenous Peoples.

We acknowledge that Providence Health Care & the new St. Paul’s Hospital site is located on the traditional, ancestral, and unceded territory of the Coast Salish Peoples, including the territories of the xʷməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and Səl̓ílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations.