Office Assistant – Outpatient Mental Health and Addictions Program – Part Time Job Sault Ste Marie area,Sault Ste. Marie Ontario Canada

Location: Sault Ste. Marie

Purpose:

To provide clerical support to the Out Patient Mental Health and Addictions portfolio. This includes client and group scheduling and registration, statistical and financial tracking. The Office Assistant plays a crucial role in maintaining smooth operations by keeping accurate records, ensuring timely completion of tasks, and contributing to overall productivity. Daily routines include but are not limited to; data entry, creating and submitting reports, ensuring adequate inventory levels, ordering new supplies through the material requisition system including restocking supplies, assisting clients with appointments, and being able to provide initial support via Mental Health First Aid to those experiencing a mental health crisis.

You will work with Physicians, Nurses, Allied Health professionals, the MH&A leadership team and other hospital supportive staff.

Duties:

To provide clerical support to clients and staff of the Mental Health and Addictions portfolio

Schedule in person and virtual appointments, for clients and group programs

Order and restock supplies as needed

Facilitate phone calls and return messages in a prompt manner

Fax and copy information as required, including medication prescriptions and medication lists

File and retain both paper and electronic health records.

Create documents and spreadsheets as needed

Prepare, organize and maintain both paper and electronic filing systems.

Provide intake services for clients over the phone or in person

Complete monthly and quarterly data collection for reporting and program funding

Maintain client reservation and waitlists

Submit work orders as needed for general maintenance, IT issues, and Health and Safety concerns

Create letters and mail to clients and or other care partners

Contact the Ministry of Health to update client’s OHIP Health Cards in the system

Collect, track, and mail invoices as required

In some programs you may be responsible for tracking and recording transactions, keeping up-to date records, and performing accuracy checks on financial data

Create, distribute, and input Ontario Perception of Care Surveys for clients

Other duties as assigned

Qualifications:

Certificate in Health Office Administration or Diploma in Office Administration or equivalent education and/or experience

Experience:

Minimum 1 year experience working in health care environment in an administrative capacity

Abilities:

Knowledge and ability to navigate phone calls, messages, or in person crisis situations that can be unsettling regarding mental health and addictions, as well as calling to do wellness checks on Clients

Knowledge of or experience using Electronic Medical Records systems

Knowledge of hospital software applications such as Meditech, Meditech-AMB, Patient Care Systems, Community Wide Scheduling, Order Entry, Agility, Sysco, Catalyst and CRMS

Ability to meet deadlines as expected

In depth knowledge and proficiency using Microsoft Office applications including formulas

Ability to use fax and photocopy machines

Proficiency in using telephone systems, computers, tablets, video and phone conference equipment

Proficiency in data entry, keyboarding, and filing systems

Demonstrated ability to organize time effectively to perform the duties of the position

Willingness to work in all programs under the Out Patient Mental Health and Addictions portfolio

Demonstrated ability to maintain successful working and client relationships with the ability to meet and interact in a pleasant and professional manner

Knowledge of Medical, and Mental Health and addiction terminology

Ability to work independently

Ability to adapt to working in a high paced environment where the work is constantly changing

Knowledge of Ministry related statistical reporting

Ability to provide confidentiality and secure Client information according to the Personal Health information Protection Act (PHIPA)

Demonstrated behavior consistent with the Sault Area Hospital Values and mission statement and standards of performance


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