Team Assistant, Equipment & Supplies

POSITION TITLE Team Assistant, Equipment & Supplies

REPORTS TO Manager, Patient Services

POSITION STATUS Temporary, Full-Time (up to 6 months)

DIVISION / DEPARTMENT Patient Services

LOCATION Waterloo

COMPETITION NUMBER 23-C-014

POSTING DATE April 24, 2023

CLOSING DATE 430 pm, May 1, 2023

CARE AND BE CARED FOR – THIS IS YOUR HOME

Are you highly organized, detail-oriented and able to work accurately in a busy environment with frequent interruptions? Are you seeking a rewarding career that cares for others, in an organization that cares for you? You’re looking in the right place.

As a Team Assistant, you will provide support for the assigned team in their daily activities to ensure that patients receive prompt, effective customer service.

By applying your health care administrative support experience – you will have the opportunity to play a key role in providing connected, accessible, patient-centred care – and be supported by our collaborative team that includes over 8,000 regulated health care and other professionals.

As a valued team member, your mission will be to help our patients be healthier at home, while you benefit from our supports for professional growth, personal wellness and work-life balance.

What will you do?

• Assembling and maintaining files of pertinent client information; verifying that all relevant documents have been completed and filed as per direction from HPC Nurse and MDs/NPs
• Creating medical charts for Physicians and Nurse Practitioners in PSS EMR
• Input patients into Excel Spreadsheet (Guelph only)
• Collecting medical history from various databases (Clinical Connect), NPs/Physicians, and service providers to create patient charts
• Provide administrative coverage for Kitchener-Waterloo HPC team during vacation and unplanned absences
• Booking home visits and client conferences as needed, as guided by NPs/MDs
• Transitioning medical orders from the Home and Community Care Support Services into PSS and vice versa
• Uploading NP notes to Meditech
• Transcribing, copying and distributing letters, memos and conference reports using word processing software and other equipment
• Other duties as required.
• Completing tasks and documentation within CHRIS including but not limited to generating reports and labels from CHRIS
• With direction from Coordinators, sending Service Offers for NP service
• Liaise with Hospice to send information for patient admissions
• Completing clinician requests to obtain patient test results
• Provide administrative support to Guelph, Cambridge and Wellington Hospice Palliative Care (HPC) team 10 Physicians, 5 Nurse Practitioners and Clinical Nurse
• Managing high volume of incoming faxes and phone calls
• Daily uploading of lab reports (KW only)
• Processing letters, client applications and other client forms such as insurance claims/letters
• Training in Palliative Team Assistant role to support cross coverage for the palliative program
• Supporting Homeless and Vulnerably housed patients- tracking down health history
• Creating weekly caseload reports
• Updating and maintaining current client information and records in CHRIS database, including client’s service bookings
• Securing and/or shredding confidential documents as required

What must you have?

• Knowledge of office systems, procedures and business practices
• We have a mandatory COVID-19 vaccination policy. As a condition of employment, all employees are required to submit proof of COVID-19 vaccination status prior to start date.
• Understanding of available community resources, services and the roles of health care professionals, hospital and support workers
• Requires intermediate Excel skills
• Knowledge or experience in medical terminology an asset
• Accurate keyboarding/data-entry skills
• Excellent organizational skills and ability to work independently with minimal supervision
• Excellent oral and written communication skills, including strong listening skills
• Two to three years of relevant administrative office experience
• Exceptional interpersonal skills and ability to work as part of a team and interact tactfully and sensitively with patients from wide-ranging cultural, ethnic and socio-economic backgrounds
• Successful completion of grade 12, plus an additional program of up to one year in duration
• Able to communicate effectively in both oral and written formats with internal staff and external clients
• Flexibility to work a schedule that includes days, evenings and weekends to meet organizational needs
• Proficient in the operation of a personal computer in a networked environment using computer software and data entry skills
• Able to relate effectively with sensitivity, tact and discretion to clients, family members, staff and the public, along with ability to maintain confidentiality

What would give you the edge?

• Familiarity with medical terminology, and office administrative procedures/concepts
• Ability to speak French or another second language
• Knowledge of services provided by Home and Community Care Support Services
• A college diploma in the health or social services field, or business/office administration

What do we offer?

We know wellness is supported with work-life balance. In an inclusive culture committed to support your passion for continuous learning, growth and innovation, we offer

• Attractive comprehensive compensation packages and benefits
• Valuable development opportunities
• Membership in a world class defined benefit pension plan

Who are we?

We are Home and Community Care Support Services, ready to serve every person in Ontario. We partner with patients and caregivers, family physicians, hospitals, long-term care and retirement homes, service providers and Ontario Health Teams, to deliver responsive, accessible, integrated, patient-centred care.

Why join us?

If you’re interested in driving excellence in care and service delivery, and seeking an unparalleled opportunity to lead and learn, partner and connect, care and be cared for, this is your home.

What do I need to know?

This position will be expected to be onsite in the office on a regular/rotational basis and/or as determined by the Employer. The successful applicant must be willing and able to attend onsite as required.

How do I apply?

Interested candidates should submit their resume and cover letter before 430 pm on Monday, May 01, 2023, stating Competition # “23-C-014- Team Assistant, E&S” in the subject line of the email, to [email protected]

If you are already an employee of Home and Community Care Support Services, submit your resume before 430 pm on Monday, May 01, 2023, stating Competition # “23-C-014- Team Assistant, E&S”” in the subject line of the email, to [email protected].

By submitting an application, applicants are consenting to the sharing of their personal information with individuals from Home and Community Care Support Services Waterloo Wellington who are participating in the selection process.

All applications will be reviewed however, only those selected for an interview will be contacted.

Equity, Inclusion, Diversity and Anti-Racism Commitment

Home and Community Care Support Services is committed to a culture of equity, inclusion, diversity and anti-racism. We are committed to attracting, engaging and developing a workforce that reflects the diverse communities we serve. We welcome and encourage applications from all qualified applicants. Accommodations for persons with disabilities required during the recruitment process are available upon request.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.