Administrative Support

POSITION SUMMARY

The administrative assistant to Chronic Pain Services is a highly organized, motivated individual who is required to provide administrative support in a busy ambulatory pain services clinic. The successful candidate reports to the Manager of Specialty Clinics and is responsible for collecting, coordinating and executing all clerical duties as required and assigned by the Manager.

• 2-year post-secondary college diploma in Medical Office Administration from an accredited school
• Demonstrated commitment to the values of Service, Responsible Stewardship, Community Responsiveness and Respect
• The Clinic is a dynamic environment requiring the individual to balance many competing priorities for a variety of stakeholders, both internal such as the SJHH WSIB Clinic and Operating Room; and external such as insurance companies.
• Successful candidate is required to be self-motivated, work well under pressure and can address competing priorities
• Strong problem-solving skills and ability to resolve issues quickly to maintain clinic flow
• Intermediate skill level required for all Microsoft Office Programs (Word, Excel and Power Point)
• Clerical testing may be required as part of the selection process.
• Keyboarding and transcription skills
• Demonstrated ability to take initiative, organize and set priorities and work efficiently in a team environment
• Intermediate skill level with medical terminology
• Demonstrated ability to appreciate the confidential nature of the position
• Demonstrated excellence in verbal and written communication
• Excellent interpersonal skills
• Highly organized with ability to multi-task

• Ensures the day-to-day clerical operations such as completing referral intake, establishing and maintaining referral wait lists, coordinating assigned clerical projects, returning phone calls to clinic patients and referral partners in a prompt manner
• Performs registration of new patients, schedules and notifies patients of consultation as well as follow-up appointments
• Completes check-in for patient virtual and in person appointments and updates Dovetale (EPIC) templates for all pain clinic staff regularly
• Organizes Chronic Pain Clinic orientation groups, both virtually and in person on a monthly basis
• Notifies referring physicians and patients of orientation and ensures all is organized day of orientation session
• Provides administrative support pre, during and post the orientation session
• Carries out appropriate follow-up actions and correspondence at the direction of the manager and/or chronic pain services physicians
• Notifies patients of operating room procedures and instructions
• Arranges for Diagnostic Imaging, Nursing, etc.
• Maintains physician calendars and Operating Room schedules as related to Chronic Pain Clinic
• Performs other duties relevant to the operations of the Chronic Pain Services departments as assigned and collaborates with all staff