Office Assistant – Outpatient Addictions Program – Temporary Full Time
- Sault Ste. Marie, ON, Canada
Full-time
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Job details
- Job type
- Full-time
- Apply by
- Experience
- Minimum 1 year experience working in health care environment in an administrative capacity
- Posting language
- English
- Posted
Original job description
Purpose
To provide comprehensive clerical and administrative support to the Outpatient Addiction Services portfolio within the Mental Health and Addictions Program. This temporary full-time position will be assigned to the recently decentralized Outpatient Addiction Services clerical portfolio, supporting the coordination of services and day-to-day operations across outpatient programs.
Key responsibilities include client and group scheduling and registration, management of reservation lists, coordination of admissions and discharges, preparing charts for Health Records, statistical and financial tracking, and the preparation and submission of monthly JV reports. Additional responsibilities include maintaining accurate electronic and paper health records, data entry, generating reports, coordinating community appointments, responding to client inquiries, and managing inventory and supply requisitions.
Duties
Individuals will be selected on the basis of their ability, experience and qualification as identified in the resume which they have attached to the posting application form. The Hospital reserve the right to conduct a formal interview and/or testing where required.
Reason for Job Posting: Existing Vacancy
Sault Area Hospital does not use artificial intelligence (AI) to screen, assess or select applicants for a position.
To provide comprehensive clerical and administrative support to the Outpatient Addiction Services portfolio within the Mental Health and Addictions Program. This temporary full-time position will be assigned to the recently decentralized Outpatient Addiction Services clerical portfolio, supporting the coordination of services and day-to-day operations across outpatient programs.
Key responsibilities include client and group scheduling and registration, management of reservation lists, coordination of admissions and discharges, preparing charts for Health Records, statistical and financial tracking, and the preparation and submission of monthly JV reports. Additional responsibilities include maintaining accurate electronic and paper health records, data entry, generating reports, coordinating community appointments, responding to client inquiries, and managing inventory and supply requisitions.
Duties
- To provide clerical support to clients and staff of the Mental Health and Addictions portfolio
- Schedule in person and virtual appointments, for clients and group programs
- Order and restock supplies as needed
- Facilitate phone calls and return messages in a prompt manner
- Fax and copy information as required, including medication prescriptions and medication lists
- File and retain both paper and electronic health records.
- Create documents and spreadsheets as needed
- Prepare, organize and maintain both paper and electronic filing systems.
- Provide intake services for clients over the phone or in person
- Complete monthly and quarterly data collection for reporting and program funding
- Maintain client reservation and waitlists
- Submit work orders as needed for general maintenance, IT issues, and Health and Safety concerns
- Create letters and mail to clients and or other care partners
- Contact the Ministry of Health to update client’s OHIP Health Cards in the system
- Collect, track, and mail invoices as required
- In some programs you may be responsible for tracking and recording transactions, keeping up-to date records, and performing accuracy checks on financial data
- Create, distribute, and input Ontario Perception of Care Surveys for clients
- Other duties as assigned
- Certificate in Health Office Administration or Diploma in Office Administration or equivalent education and/or experience
- Minimum 1 year experience working in health care environment in an administrative capacity
- Knowledge and ability to navigate phone calls, messages, or in person crisis situations that can be unsettling regarding mental health and addictions, as well as calling to do wellness checks on Clients
- Knowledge of or experience using Electronic Medical Records systems
- Knowledge of hospital software applications such as Meditech, Meditech-AMB, Patient Care Systems, Community Wide Scheduling, Order Entry, Agility, Sysco, Catalyst and CRMS
- Ability to meet deadlines as expected
- In depth knowledge and proficiency using Microsoft Office applications including formulas
- Ability to use fax and photocopy machines
- Proficiency in using telephone systems, computers, tablets, video and phone conference equipment
- Proficiency in data entry, keyboarding, and filing systems
- Demonstrated ability to organize time effectively to perform the duties of the position
- Willingness to work in all programs under the Out Patient Mental Health and Addictions portfolio
- Demonstrated ability to maintain successful working and client relationships with the ability to meet and interact in a pleasant and professional manner
- Knowledge of Medical, and Mental Health and addiction terminology
- Ability to work independently
- Ability to adapt to working in a high paced environment where the work is constantly changing
- Knowledge of Ministry related statistical reporting
- Ability to provide confidentiality and secure Client information according to the Personal Health information Protection Act (PHIPA)
- Demonstrated behavior consistent with the Sault Area Hospital Values and mission statement and standards of performance
Individuals will be selected on the basis of their ability, experience and qualification as identified in the resume which they have attached to the posting application form. The Hospital reserve the right to conduct a formal interview and/or testing where required.
Reason for Job Posting: Existing Vacancy
Sault Area Hospital does not use artificial intelligence (AI) to screen, assess or select applicants for a position.
More about this job
Responsibilities
Provide clerical and administrative support to outpatient mental health and addiction programs, including scheduling, intake, records management, client communications, and coordination of admissions and discharges. Maintain waitlists, prepare statistical and financial reports, manage supplies and requisitions, and support day-to-day program operations.
Requirements
Requires a certificate in Health Office Administration, a diploma in Office Administration, or equivalent education or experience, plus at least one year of administrative experience in a healthcare environment. Candidates should be proficient with Microsoft Office, data entry, electronic medical records, and confidential health information, and able to manage changing priorities and communicate professionally with clients and staff.
Skills
- Appointment Scheduling
- Client Intake
- Health Records Management
- Electronic Medical Records
- Data Entry
- Statistical Reporting
- Financial Tracking
- Microsoft Office
- Waitlist Management
- Telephone Communication
- Confidentiality
- Time Management
- Customer Service
- Medical Terminology
- Crisis Communication
- Filing Systems
Visa sponsorship
Not detected in the job text
Categories
- Administrative
- Healthcare
- Customer Service & Support
- Social Services
- Finance & Accounting
Keywords
- Outpatient Addiction Services
- Mental Health
- Addictions
- Health Office Administration
- Office Administration
- Electronic Medical Records
- Meditech
- Meditech-AMB
- Patient Care Systems
- Community Wide Scheduling
- Order Entry
- Agility
- Sysco
- Catalyst
- CRMS
- Microsoft Office
- PHIPA
- Health Records
- Client Intake
- Appointment Scheduling
- Waitlists
- Admissions and Discharges
- Statistical Reporting
- Financial Tracking
- Ontario Perception of Care Surveys
- Ministry of Health
- OHIP
- Medical Terminology
- Data Entry
- Confidentiality