Summary of Duties

• Responsible for providing reception and clerical support to the Working Condition Program and the Globally Funded Program in the Department of Rehabilitation

• Responds to all incoming phone calls, directing inquiries to appropriate personnel/area

• Greets and registers patients for all assessment and treatment appointments

• Registers patients in hospital system, program databases, tracking spreadsheets, and external portals

• Liaises with internal and external customers, providing accurate information pertaining to patient appointments and booking timeframes

• Completes referral intake process; intake, triage, scheduling, and preparing clinic charts

• Prepares weekly clinics, reconciling prepped files to clinic schedules

• Monitors, prints, and submits radiology requisitions and final reports as required

• Formats, and submits clinic reports to referral source using external electronic portal

• Completes post clinic tasks including faxing of medical referrals, tracking attendances, entering follow up time frames, and faxing of summary sheets as required

• Reconciles clinic attendances to end of day clinic schedule to confirm accuracy and updates database as appropriate

• Maintains, and updates WSIB Electronic Referral System for appointment tracking and submission of clinic reports

• Monitors and follows up on program status reports from Access Database

• Assists with follow up bookings and chart prep as required

• Provides Administrative support for Clinical Team, Management Team, Administrative Team, and Global Programs

• Other duties as required

Qualifications/Skills

• Grade 12 education; Post-secondary business/secretarial course

• 3-5 years’ experience in a busy clinic reception where there are multiple clinics running simultaneously

• Excellent typing and data entry skills (accuracy and speed)

• Ability to handle a busy telephone system, patient reception, and patient bookings

• Exceptional customer service skills, interpersonal skills, and ability to work well within a team

• Experience working with Insurance Companies, Disability Management Companies, and other Third Party Customers (WSIB)

• Demonstrated ability to work independently, take initiative, problem-solve, and meet deadlines

• Demonstrated ability to multi-tasks and prioritize independently

• Proven organizational skills, and ability to manage multiple clinic booking systems accurately

• Ability to work in high volume clinics, and assess priorities, organize workloads and allocate time effectively

• Ability to work under pressure in a fast paced environment with flexibility and diplomacy while providing excellent customer service

• Able to communicate in a clear, concise manner

• Exceptional knowledge and demonstrated use of Access Databases, including creating daily and monthly reports

• Keyboarding at 40w.p.m. with maximum 5% error Rate