Program Assistant & Physician Liaison

Description Scheduling and Referral Optimization

• Create and organize appointments and manage the daily schedules of medical staff.
• Confirm patient appointments with medical staff.
• Set up all WSIB and WCB assessment work schedules and assign staff to ensure adequate staffing and replacement following guidelines within the service level agreement(s).
• Courteously receive incoming medical staff communication and liaise with other WSIB staff as needed.
• Schedule referral appointments and follow-up appointments.
• Monitor appointment bookings and cancellations.
• Monitor vacation and other special requests according to pre-established procedure(s).
• Once the schedules are posted, manage physician work schedules and perform daily tasks (extra staff needed, sick replacement, schedule adjustments, etc.).
• Advise managers of any unusual changes affecting departments.

• Build and maintain a good rapport with physicians and staff.
• Complete partial/applicable report fields as assigned with information from physician notes and applicable clinical information.
• Keep track of physician preferences.
• Manage incoming schedule requests.
• Build and manage clinician schedules.
• Distribute the schedule to all necessary parties (admins, staff, and clinicians).
• Ensure clinicians meet specific goals and requirements depending on their role (e.g., residents meeting certain requirements, physicians not exceeding their time allotments, etc.).
• Schedule across locations or departments.
• Prep for holidays, closures, and emergencies.
• Advise the medical director of any shortage or over-staffing.
• Maintain good work relationships with the medical director, physicians, psychology resources and other staff.
• Update physician telephone list, manage and keep updated scheduling folder on the network.

• Provides administrative support to the Chief of Psychiatry, with time dedicated to these tasks spread out throughout each week. Responsibilities may include:
• Calendar management, scheduling meetings and ensuring timely follow-ups;
• Prepares and organizes documents for the Chief for meetings, presentations, and reports;
• Coordinates communication on behalf of the Chief of Psychiatry, including responding to emails, handling phone inquiries, and liaising with internal and external stakeholders.
• Provides other general administrative support as required, such as maintaining records and assisting with travel arrangements when needed.