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Responsible for providing reception and clerical support to the Working Condition Program and the Globally Funded Program in the Department of Rehabilitation
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Responds to all incoming phone calls, directing inquiries to appropriate personnel/area
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Greets and registers patients for all assessment and treatment appointments
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Registers patients in hospital system, program databases, tracking spreadsheets, and external portals
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Liaises with internal and external customers, providing accurate information pertaining to patient appointments and booking timeframes
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Completes referral intake process; intake, triage, scheduling, and preparing clinic charts
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Prepares weekly clinics, reconciling prepped files to clinic schedules
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Monitors, prints, and submits radiology requisitions and final reports as required
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Formats, and submits clinic reports to referral source using external electronic portal
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Completes post clinic tasks including faxing of medical referrals, tracking attendances, entering follow up time frames, and faxing of summary sheets as required
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Reconciles clinic attendances to end of day clinic schedule to confirm accuracy and updates database as appropriate
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Maintains, and updates WSIB Electronic Referral System for appointment tracking and submission of clinic reports
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Monitors and follows up on program status reports from Access Database
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Assists with follow up bookings and chart prep as required
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Provides Administrative support for Clinical Team, Management Team, Administrative Team, and Global Programs
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Other duties as required
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Grade 12 education; Post-secondary business/secretarial course
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3-5 years’ experience in a busy clinic reception where there are multiple clinics running simultaneously
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Excellent typing and data entry skills (accuracy and speed)
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Ability to handle a busy telephone system, patient reception, and patient bookings
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Exceptional customer service skills, interpersonal skills, and ability to work well within a team
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Experience working with Insurance Companies, Disability Management Companies, and other Third Party Customers (WSIB)
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Demonstrated ability to work independently, take initiative, problem-solve, and meet deadlines
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Demonstrated ability to multi-tasks and prioritize independently
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Proven organizational skills, and ability to manage multiple clinic booking systems accurately
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Ability to work in high volume clinics, and assess priorities, organize workloads and allocate time effectively
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Ability to work under pressure in a fast paced environment with flexibility and diplomacy while providing excellent customer service
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Able to communicate in a clear, concise manner
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Exceptional knowledge and demonstrated use of Access Databases, including creating daily and monthly reports
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Keyboarding at 40w.p.m. with maximum 5% error Rate