Administrative Assistant – Primary Health Care

Job title: Administrative Assistant – Primary Health Care

Job description: Req ID: 108482
Location: Western Zone, South Shore Regional Hospital
Company: NSHA
Department: PHC WZ LQ FP Bridgewater
Type of Employment: Permanent Hourly FT (100% FTE) x 1 position(s)
Union Status: Management/Non Union MGMT/NON-Union
Posting Closing Date: 24-Jun-21

Applications are accepted until 11:59 PM on the Closing Date.

Nova Scotia Health Authority is the largest provider of health services in Nova Scotia. We are over 22,000 employees who provide health care and support services in hospitals, health centres and community-based programs throughout Nova Scotia.

Nova Scotia Health Authority provides health services to Nova Scotians and some specialized services to Maritimers and Atlantic Canadians. We operate hospitals, health centres and community-based programs across the province. Our team of health professionals includes employees, doctors, researchers, learners and volunteers that provide the health care or services you may need. This is accomplished across four geographic management zones which are responsible for the operation of acute care health centres and the provision of a variety of inpatient, outpatient services including academic, tertiary, quaternary care and community based programs and services including continuing care, primary health care, public health, and mental health and addictions.

Responsibilities

The Administrative Assistant performs reception duties related to the administration of day-to-day operations of the Clinic including, but not limited to:

• directing clients/patients as needed;
• assisting patients with forms and healthcare renewals as deemed appropriate;
• maintaining patient bookings, ensuring adequate visit time, and allowing time for urgent visits;
• booking referrals to specialists and physicians and follow-up appointments;
• following up referrals for patient tests/medical visits and ensuring test results are received;
• preparing reports for referrals;
• directing general requests and queries from other departments, clinics and community agencies;
• performing accurate data entry in-house and assisting with data entry from other sites as needed.

Performs clerical functions related to the administration of day-to-day operations of the Clinic including, but not limited to:

• processing incoming and outgoing mail, typing, transcribing, filing, processing incoming and outgoing telephone calls, scheduling appointments, faxing, e-mails, data entry, scanning and photocopying;
• preparing material and information for meetings;
• maintaining current patient registry;
• preparing, creating and maintaining both paper and electronic medical records and files;
• maintaining adequate inventory list of equipment and furnishings;
• ensuring equipment is maintained and preventative maintenance schedules are followed;
• maintaining current inventory of office supplies and an adequate inventory of clinical supplies;
• organizing and maintaining shadow billing, records of accounts receivable/payable and communicating accounting discrepancies to the Nurse Practitioner and Physician;
• coordinating, preparing and monitoring time sheets for the primary health care program;
• updating schedule for professional staff;
• preparing monthly statistics and verifying data for evaluation purposes and accuracy;
• attending meetings as required for the purpose of recording and transcribing minutes and distribution to attending persons, i.e. advisory board meetings.

Performs duties related to the Primary Health Care Team including:

• planning, scheduling, communicating and organizing service functions for the operation of the primary health care service;
• working collaboratively with the South Shore Geographical Area Primary Health Care Team and support staff;
• assisting in the preparation and delivery of presentations and activities related to health promotion and disease prevention;
• supporting the Primary Health Care Team in collaboration with the interdisciplinary team and community partners in developing policies for healthy communities;
• supporting the Primary Health Care Team in the implementation and evaluation of health promotion and disease prevention programs and activities;
• coordinating the Information Systems;
• facilitating and coordinating major primary health care administrative functions as required by the organization and the South Shore Geographical Area Primary Health Care Team;
• participating in administrative policy, procedure and process development, implementation and evaluation.

Qualifications

• Graduate of a recognized Medical Office Assistant Course or equivalent
• Successful completion of a Medical Terminology course required.
• Minimum two (2) years’ experience working in an administrative support position required.
• Experience in a primary health care environment required.
• Proficient with Med Access and Electronic Medical Record (EMR) and experience in problem-solving EMR technical difficulties with Provincial Health Information Management (PHIM).
• Strong leadership, organizational and prioritization skills with demonstrated evidence of critical thinking, problem solving and analysis process ability.
• Excellent interpersonal and communication skills (listening, written and oral) with the ability to demonstrate a caring and respectful attitude for people as individuals and to work collaboratively and effectively with others.
• Demonstrated outcome oriented by identifying ways to improve work or processes based on results and/or evidence and evidence of innovation and creativity within project work.
• Ability to take and transcribe minutes.
• Demonstrated ability to work independently with minimal supervision, and to set high performance goals and accept accountability for continuous professional self-development.
• Commitment to promoting a culture of respect that supports safety, ethical practices, cultural awareness and organizational health.
• Proficient in Microsoft Office, including Word, Access, Excel, Power Point, E-mail and Outlook required, with keyboarding skills of 50 wpm and a maximum error rate of 5% and accurate data entry skills.
• Position requires standing, sitting, keyboarding, telephone duties, multitasking, working under pressure to meet deadlines and working flexible hours as necessary and travelling to clinics within the South Shore Geographical Area.
• Valid Nova Scotia Driver’s License and access to a reliable vehicle
• Competencies in other languages an asset, French preferred, and ability to work with language agency to deliver care to patients in other languages is considered an asset

PLEASE NOTE: Candidates will not be considered for an interview if applications are incomplete or are missing information. Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.

Hours of Work

Permanent, Full-time position; 75 hours bi-weekly

Some travel between sites in the South Shore Geographical area will be required

Some evening clinical work will be required

Salary Information

$21.2374 $25.2968 hourly

Thank you for your interest in this position. Only those applicants selected for an interview will be contacted. Typically interviews are held within three to four weeks of the closing date.

Successful external applicants will be required to submit the below documents and assume any associated costs as a condition of employment. Additional documentation such as banking & proof of identity will be included in your offer letter.

• Criminal Record Check
• Proof of education & training certifications
• Proof of any additional required qualification
• Valid registration with the relevant licensing body
• Submission of immunization record along with health assessment documentation
• Proof of SIN number

Hiring Process will depend on the timeliness of delivering the above. This is a Management/Non Union bargaining unit – MGMT/NON-Union position. Preference is given to bargaining unit employees for unionized positions. Nova Scotia Health Authority is proud to provide a smoke free and scent free environment. Only online applications are accepted.

Nova Scotia Health Authority (NSHA) is committed to being a workforce that is free of discrimination, values diversity and is representative, at all job levels, of the people we serve. Our priority groups are Aboriginal People, African Nova Scotians, Persons with Disabilities and Recent Immigrants. Members of these groups are welcome to apply and self-identify if they wish to be considered under our Employment Equity policy.

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