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Medical Office Assistant (Reception & Referral Coordinator)

Olive Fertility Centre • Full-time • Surrey, British Columbia, Canada • C$ 24 / hour • 2d ago

Reception & Referral Coordinator

Department: Operations

Reports To: Clinic Lead – Surrey

Location: On Site - Surrey Clinic

Work Schedule: 7:15am – 3:15pm Monday-Friday

Overview:

Supporting the Vision, Values, Purpose, and Commitment of Olive Fertility Centre:

Reporting to the Clinic Lead - Surrey, the Receptionist & Referral Coordinator is pivotal to the organization – this being the first voice, and first face new patients will see.

Key Areas of Involvement Include:

Referral Co-Ordinator

· Triaging new referrals to determine what testing patients need to do.

· Booking new patient consultations for specific physicians based on patient history.

· Uploading all patient requisitions and managing patient portal and CNP access.

· Sending out Welcome emails and assisting patients with initial testing.

Reception

· Greeting and checking-in patients as they enter the clinic.

· Taking webcam photos of all new patients and ensure they are accurately set up in the patient’s demographics folder in the company Electronic Medical Records program.

· Copy/scanning each patients’ provincial healthcare card and driver’s licence.

· Providing consents and information sheets and provide urine collection kits for minor procedure patients.

· Tidy waiting room as needed.

· Alerting personnel of visitors/patients to see them.

· Pulling next day’s appointment schedule and prep daily schedule.

· Arranging courier service for pickups.

· Accepting and confirming delivered packages; including verifying all supplies are present and notifying the Accounting Department of any missing items.

· Answering and triaging incoming calls with a pleasant, accommodating, and professional demeanour.

· Providing referral and clinic facility information to callers ensuring correct information is imparted in a professional, caring manner.

Document/Chart Maintenance

· Processing Medical Records requests and sending required documentation.

· Processing Obstetrical Referrals and sending required documentation.

· Scanning all paper reports/results/consents for Surrey related patients.

· Scanning and updating status for Electronic Communication Consents.

· Linking results as needed.

· Document management back-up for other clinical sites as needed (Chart transfers, e-filing, KRFC charts).

Accounting Coverage/Back-up

· Taking payments.

· Initiating invoices.

· Covering lunch breaks and provide support during sick calls/vacations.

Other Tasks

· Once adequately trained with a foundational understanding of fertility treatment, cross training to support the Surrey Patient Care Coordinator’s during vacation and sick calls will be provided.

· Participating in departmental meetings and in-service education sessions as required.

· Perform other related duties as assigned.

Qualifications:

Education, Training and Experience:

Grade 12 graduation.
Minimum of two (2) years related experience.
Previous medical office experience is an asset.

Skills and Abilities:

· Demonstrated ability to prioritize and multi-task.

· Exceptional communication skills.

· Positive, friendly, and professional demeanour.

· Proficiency with answering multi-line switchboard without losing calls or missing calls.

· Exceptional communication skills.

· Ability to remain aware of other team members and to adjust workload to assist when required.

· Demonstrated ability to work independently and as a member of a multi-disciplinary team.

· Proficient with computers and applicable software applications, including EMRs and MS Office.

· Strong work ethic.

· Ability to speak and write fluently in English.

· Able to lift and carry up to 25lbs.

Job Types: Full-time, Permanent

Pay: From $24.50 per hour

Benefits:

Company events
Dental care
Disability insurance
Employee assistance program
Extended health care
Flexible schedule
Life insurance
Paid time off
RRSP match
Tuition reimbursement
Vision care
Wellness program

Ability to commute/relocate:

Surrey, BC: reliably commute or plan to relocate before starting work (required)

Experience:

Medical Office: 1 year (preferred)
Reception: 1 year (required)

Work Location: In person

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