Administrative Assistant (SRI) - Physical Sciences Platform - Regular Full-time 2024-11108

Program:              Neuroscience Program

Platform:              Physical Sciences

Reporting to:       G-Wing Manager

About Harquail Centre for Neuromodulation (HCN), at Sunnybrook Research Institute (SRI)

The Harquail Centre for Neuromodulation (HCN) located within the Garry Hurvitz Brain Sciences Centre (GHBSC), is the first center of its kind to offer a comprehensive range of neuromodulation strategies for influencing brain pathways, all within a single innovative facility. The goal of HCN is to employ less invasive, direct-to-brain treatments for a range of brain-related issues, including oncology, movement disorders, neurodegenerative diseases, psychiatry, neurovascular conditions, and others.

BASIC FUNCTION: The individual will have reporting responsibilities to the Harquail Centre for Neuromodulation, G- Wing Manager in the Garry Hurvitz Brain Sciences Centre. The key responsibilities involve supporting staff and physicians to oversee the overall functioning of the clinics in the newly built GHBSC. The individual will assist in general coordination of all the Harquail Centre for Neuromodulation related clinical and research activities to: i) ensure efficient and organized clinic flow; ii) enhance the patient experience by optimizing efficient healthcare delivery. *This is an on-site role.*

JOB RESPONSIBILITIES

Primary responsibilities will include, but not be limited to, the following:

• Supporting the HCN staff, space users and other administrative staff to maintain the overall functioning of the clinics, and raise operational concerns to HCN Managers for effective resolution.
• Acting as the clinic’s “face-to-face” administrative point of contact for patients/caregivers: Registering patients as needed, assisting them with their general inquiries and guiding them through their appointments (i.e., directing clinic “traffic”).
• Overseeing the scheduling of FUS Psychiatry clinic and HCN clinical trials as requested. Ensuring the schedules meet the defined booking guidelines: Assisting patients in scheduling/rescheduling their general or follow-up appointments, sending appointment confirmations, cancellations and recordings of “no-show” patients.
• Liaising with research study staff and providing support by assisting with upcoming patient appointments, and confirming visit attendance in PHS and/or Accuro.
• Supporting space flow for administrators of the Movement Disorder Multidisciplinary (Tremor) & Psychiatry Neuromodulation and Neurovascular teams as required.
• Preparing for upcoming clinics (e.g. booking diagnostic imaging, ensuring necessary tests have been completed, ensuring any instructions for clinic are conveyed to patient) as needed.
• Triaging and distributing incoming calls, faxes, emails and paper mail to appropriate staff or group as needed.
• Maintaining & updating, a record of master Clinician scheduling templates. Making amendments to clinic schedule based on last-minute changes, to accommodate urgent cases, cancellations, or other unforeseen circumstances.
• Support GHSBC manager with clinic space oversight by acquiring metrics for space utilization, and managing booking and/tracking software or methods.
• Support G1 Manager in tracking costs and volume data for clinical visits vs. research encounters metrics as required for reporting.
• Support orientation and training of new staff on clinic, emergency procedures, codes, policies, roles, and any relevant information as needed.
• Updating and management of HCN space signage, patient instructions sheets, wayfinding maps etc. as needed.
• Assisting replenishing and education of cleaning of exam room stretchers in between patient visits.
• Supporting and maintenance needs of office electronic equipment, including telephones, fax, printers, and exam room medical devices and liaising with appropriate service departments (IT, Biomed Engineering, Facilities etc.).
• Maintain oversight on office and clinic room supplies, ordering & replenishing these; and liaising with supply chain to order low inventory items where necessary.
• Maintaining corporate credit card reconciling and supporting HCN business where required.
• Coordinating with Environmental and Infection Prevention & Control to sanitize spaces when required, after patient procedures.
• Monitoring and coordinating all incoming referrals via fax and e-referrals. This may include: obtaining any missing documents required to determine eligibility from referral source; Sending referrals to Lead Clinicians and sending referral source via e-fax: i) acceptance letter, or; ii) re-direct letter.
• Cultivating an environment focused on collaboration, teamwork, and collective strength in order to achieve patient and clinic area goals and promote overall patient and staff satisfaction.
• Other duties may be assigned to support clinic functions.

ESSENTIAL QUALIFICATIONS

• Successful completion a Medical Office Administration program, with a minimum of 2+ years of practical experience in an outpatient hospital setting would be an asset
• Excellent written, and verbal communication skills with impeccable attention to detail skills
• Strong time management, problem-solving, and multitasking abilities
• Exceptional ability to prioritize work in an efficient and organized manner, while effectively managing changing priorities
• Ability to work in a fast paced environment with many interruptions
• Superior interpersonal expertise that will allow you to work well with a diverse group of individuals
• Demonstrated ability to maintain tact and diplomacy while dealing with various stakeholders
• Supply Resource Management (SRM) experience is an asset as well as Accuro and Quadramed, or PHS
• Ability to maintain and protect patient confidentiality
• Must demonstrate flexibility and act independently while using sound judgement
• Capable of working independently and within a collaborative model
• Proficient in Microsoft Office (Excel, MS Word, Power point), with an aptitude to learn new software and systems
• Working knowledge of EMR software. Experience with Patient Health Information Systems would be an advantage.
• Experience with pharmacy nomenclature, medical terminology preferred

In addition, you will be expected to:

• Work within the larger context of Hospital and Research Institute rules and regulations, policies, procedures, practices, safety procedures and current legislation, in particular the Human Rights Code regarding discrimination and harassment.
• Ensure the confidentiality of patient, employee and Hospital information at all times.
• Work cooperatively and constructively with the other members of staff.
• Perform the above functions in a manner, which reflects Sunnybrook Health Sciences Hospital & Sunnybrook Research Institute philosophy and mission of service, while promoting and maintaining good public relations with patients, visitors and staff.

Qualified applicants are invited to submit their resume, cover letter and contact information of three references, to the attention of Nir Lipsman at harquailcentre@sunnybrook.ca. Please include the job title (Administrative Assistant, HCN G1) in the subject line of your email.  

We would like to thank all applicants, but only those selected for an interview will be contacted.

Deadline for application: Until the position is filled.