Administrative Support IV

  • 3-5 Year
  • Calgary, Edmonton, Sherwood Park
  •   Posted On: October 14, 2017
  •   Skills: 

Job Overview

Reporting to the Manager - Admin Services and Department Manager, this position is responsible for the day-to-day organization and coordination of patient care for assigned physician(s) across multiple sites (FMC, RGH, SHC). It is often the first point of contact for a patient and/or a referring physician’s office. The incumbent must handle a fast pace of work with multiple concurrent demands to arrange clinic appointments, referrals to other clinics, schedule investigative testing, tracking of charts, and organization of physician clinic, and OR time. The number of physicians supported may vary depending on department, specialty, and number of weekly clinics.

Roles & Responsibilities

Key responsibilities include: – Collect relevant patient information from referring MD’s, patients, and other sources for new patients. – Arrange/coordinate triaged patient visits/encounters for assessment and/or procedures with corresponding surgeon. – Assess/prioritize/coordinate daily schedule of physician(s) and maintain calendar(s). – Assess/screen/action incoming calls and relays appropriate messages to physicians and staff. – Process/type/submit patient booking packages for surgery. – Liaise with patients, medical staff, administrative staff, operative staff, nursing units/clinics, and booking offices that are requesting advice/action from surgeon(s). – Initiate, compose, and type various correspondence and/or reports on behalf of surgeons. – Coordinate weekly schedule(s) of surgeons (i.e. OR/clinic time, educational rounds, committee meetings, away time, etc.) and books meeting rooms. – Develop and maintain database(s) together with an organized easy-access filing system. – Respond to routine correspondence. The incumbent must be flexible. She/He might focus more on administrative duties in one office and more on clinical duties in another. In some cases, work assignment will be delegated in block of time. An anticipated schedule will be created in conjunction with the department manager’s and site lead consultation to try and meet the diverse and unique demands required to fill in department of Surgery workforce gaps on a day to day basis. The incumbent must be able to travel to all multiple sites under the Department of Surgery to provide coverage to various physician offices at any given time. This position will be providing coverage for vacation, sick time, LOA’s, back up assistance in a physicians office, and “other” time off requested.
– Administrative/Clinical experience in Department of Surgery is preferred. – Post secondary graduate of a recognized Medical Office Assistant program (MOA) is required (equivalent experience may be considered). – Medical terminology is required (equivalent experience may be considered). – High School Graduate is required. – 3-5 years’ experience in a healthcare setting or similar healthcare role is preferred. – Ability to type 60-70 wpm. – Demonstrated proficiency in the use of various network and software applications (e.g. Clinibase, SCM, Millennium, NetCare, Accuro, eScheduler, ezbill software, ROCA, and One 45). – Demonstrated proficiency in the use of personal computers, Outlook 2010 & U of C (calendar & e-mail), goggle calendar, icloud calendar and MS Office 2010 (Word, Excel and PowerPoint). – Demonstrated analytic problem-solving and decision making skills to anticipate/identify/independently action complex administrative problems. – Excellent telephone, interpersonal communication, time management, and organizational skills are required. – Ability to accommodate changing priorities/workload/deadlines amidst multiple interruptions and maintain consistent attention to detail. – Ability to exercise professionalism, judgment, tact, diplomacy, and discretion with multiple stakeholders are required. – Ability to work independently under minimal supervision. – Awareness of public and corporate image, directives, policies, and goals. – Excellent English language skills, including written and oral.

AHS values the diversity of the people and communities we serve and is committed to attracting, engaging and developing a diverse and inclusive workforce. Mandatory conditions of employment and continued employment: • All employees must provide a criminal record check that is satisfactory to AHS in compliance with the AHS Security Screening Procedure. • All professions must provide proof of licensure or registration with the approved Alberta regulatory college, prior to commencing duties with AHS where applicable: – Regulated health professions under the Alberta Health Professions Act and Health Disciplines Act will be required to provide an original copy of a valid practice permit before commencing their duties with AHS. – Other professions governed by government acts, college or regulatory body requirements may be required to provide additional documentation.

About Alberta Health Services

Who We Are Alberta Health Services (AHS) is Canada’s first and largest provincewide, fully-integrated health system, responsible for delivering health services to the over four million people living in Alberta, as well as to some residents of Saskatchewan, B.C. and the Northwest Territories. Alberta is the fastest-growing province in Canada. In 2014, Alberta’s population growth rate more than doubled the national average (2.9 per cent and 1.1 per cent, respectively). Alberta Health Services (AHS) has over 108,000 employees, including over 99,900 direct AHS employees (excluding Covenant Health staff) and over 8,200 staff working in AHS wholly-owned subsidiaries such as Carewest, CapitalCare Group and Calgary Laboratory Services. We are also supported by over 15,600 volunteers and almost 9,300 physicians practicing in Alberta, more than 7,700 of whom are members of the AHS medical staff (physicians, dentists, podiatrists, oral and maxillofacial surgeons). Students from Alberta’s universities and colleges, as well as from universities and colleges outside of Alberta, receive clinical education in AHS facilities and community locations. 106 acute care hospitals, five stand-alone psychiatric facilities, 8,471 acute care beds, 23,742 continuing care beds/spaces and 208 community palliative and hospice beds, 2,439 addiction and mental health beds plus equity partnership in 42 primary care networks. Programs and services are offered at over 650 facilities throughout the province, including hospitals, clinics, continuing care facilities, cancer centres, mental health facilities and community health sites. The province also has an extensive network of community-based services designed to assist Albertans maintain and/or improve health status. Our History Canada’s first province-wide, fully integrated health system, announced on May 15, 2008, by Ron Liepert, Minister of Health and Wellness. We bring together 12 formerly separate health entities in the province including three geographically based health authorities, Alberta Alcohol and Drug Abuse Commission (AADAC), Alberta Mental Health Board and Alberta Cancer Board. Ground ambulance service was added to the responsibilities of AHS in an announcement from Alberta Health and Wellness on May 30, 2008. The services were moved from municipalities to AHS effective April 1, 2009.

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